Administrative Assistant

Department: Col of Visual and Performing Arts

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

George Mason University’s School of Art (SoA) is housed in an award-winning, 88,000 square-foot facility in Fairfax, VA, that includes The Gillespie Gallery of Art, graduate studio spaces, Painting and Drawing studios with natural light, digital and traditional Photography studios, a large, fully equipped Sculpture studio and Sculpture yard, an innovative Printmaking and Book Arts Studio, the Green Studio, and state-of-the-art technology in all New Media Art and Design studios.

The School of Art offers a full range of undergraduate and graduate degrees in art and design including BA, BFA and MFA programs; MAT (Art Education with Licensure Certificate); MA and Certificate Program (Graphic Design); and an undergraduate Honors Program and ten minors (Animation, Art and Social Change, Design Thinking, Dynamic Publishing, Graphic Design, Illustration, Photography, Photojournalism, Studio Art, and Web Design). For more information on the School of Art, visit: https://art.gmu.edu

SoA enjoys a rising national reputation as a dynamic, forward-thinking school with an emphasis on cross-disciplinary research, socially engaged practices, student agency, experiential learning, and the creation of collaborative and community projects.

About the Position:

The primary role of the Administrative Assistant is to provide comprehensive visitor experience services for the School of Art, including greeting and assisting students, staff, faculty, and visitors, as well as conducting School of Art tours. This position also manages marketing efforts, oversees website maintenance, processes specific purchase requests for food, beverages, goods, and services, and coordinates scheduling for administrative faculty, staff, and reservable areas within the School of Art. Additional responsibilities include managing the inventory and stocking of office supplies, entering building work orders for repairs and maintenance, and ensuring the office and shared areas are kept clean and organized.

Responsibilities:

Purchasing, Organization, and Inventory

• Processes purchase requests with a university purchase card and in compliance with university and state policies and procedures;
• Processes food and beverage requests;
• Inventories office supplies and replenishes as required;
• Processes key requests, electronic access requests, and other routine requests;
• Enters work orders for routine maintenance and repair services; and
• Maintains organization of administrative office spaces, including the front desk, conference room, and faculty lounge.

Scheduling & Listserv(s)

• Coordinates academic advising appointments via Navigate Mason;
• Reserves School of Art spaces using 25Live;
• Forwards requests for distribution to the listserv and ensures it is kept up to date; and
• Monitors the AVT email account, responding to, forwarding, or addressing emails as needed.

Website and Marketing

• Develops and curates content for social media platforms, updates the website, and undertakes various marketing duties as assigned; and
• Gathers, collects, and compiles program reports for the Mason Arts Board, School of Art newsletter, etc.

Visitor Experience, Tours, and Administrative Office

• Welcomes and assists students, staff, faculty, vendors, and visitors;
• Schedules and leads guest tours for the School of Art;
• Responds to routine requests from faculty, staff, students, and visitors;
• Serves as a telecom coordinator;
• Generates room charts;
• Posts/removes postings and signs from building; and
• Unlocks classrooms.

Other Related Tasks

• Processes various additional administrative, marketing, and support tasks as assigned by supervisor. 

Required Qualifications:

• High school diploma or equivalent;
• Experience greeting visitors and managing multiple priorities simultaneously;
• Experience handling purchasing processes in compliance with relevant policies;
• Experience organizing administrative office duties effectively; 
• Knowledge of and proficiency in using MS Office programs, including Outlook, Excel, PowerPoint, and Word; and
• Ability to schedule and lead guest tours.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Proven experience in higher education or government settings;
• Experience developing content for social media platforms;
• Proven ability to respond to routine requests from various stakeholders in a professional and timely manner;
• Demonstrated experience working with colleagues and students from diverse backgrounds;
• Knowledge of and proficiency in using Adobe Creative Cloud products;
• Knowledge of and proficiency in using Navigate; and
• Knowledge of and proficiency in using 25Live.

Instructions to Applicants: 

For full consideration, applicants must apply for Administrative Assistant at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter and Resume for review. 

Posting Open Date: October 15, 2024

For Full Consideration, Apply by:  October 29, 2024

Open Until Filled:  Yes