Administrative Assistant, Office of Student Affairs

Department: College of Public Health

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: Hybrid Eligible

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The College of Public Health (CPH) Office of Student Affairs (OSA) is responsible for enhancing and strengthening all aspects of the student experience in the College (pre-admission through graduation). The office is the primary physical space to welcome current and prospective students and other visitors to the college, and provides guidance and support to students through recruitment, admissions, advising, assessment, and student engagement.

About the Position:

The Administrative Assistant is responsible for ensuring that CPH students and visitors have a positive experience through consistent staffing, regular communication, and efficient processes at the front desk in the Office of Student Affairs. The Administrative Assistant ensures that prospective students, current students, and any other visitors are welcomed and provided with accurate information. The Administrative Assistant also manages the team of student workers in OSA and provides scheduling support to the Associate Dean and other CPH Student Affairs staff.

Responsibilities:

• Manages Office of Student Affairs Front Desk/administrative operations;
• Maintains a regular schedule to ensure the office is open for business on time each morning, and closed properly at the end of each work day;
• Ensures students and visitors are greeted and directed to appropriate offices/individuals, in person and on phone; 
• Provides first-level information on College programs, application instructions and deadlines, and responds to inquiries about academic actions; 
• Refers inquiries to relevant staff members/offices when appropriate; 
• Manages check-in technologies and processes for students visiting the office for advising; 
• Ensures signage and materials at the front desk are organized, relevant, and up to date; 
• Updates websites and signage to reflect current operating hours, advising schedules, and walk-in hours; 
• Monitors CPHOSA@gmu.edu and CPH@gmu.edu generic email accounts, and responds or directs inquiries to the appropriate staff member(s); 
• Onboards, trains and mentors student workers; 
• Develops training program, manual, and other training resources for student staff working in the front office area; 
• Creates a schedule for student workers to ensure coverage during all hours the office is open; 
• Posts student positions on HireMason if/when positions are vacant, and screens applicants with input from OSA staff; 
• Helps student employees to prioritize tasks from OSA and other units in the College; 
• Provides regular feedback on performance and/or areas for further training; 
• Maintains familiarity with University and College-level policies and procedures, the university catalog, academic calendars, university websites, and partner offices (e.g. CPH departments, the Registrar’s Office, Student Accounts, Military Services, CAPS, Student Support and Advocacy Center, OIPS, Title X Coordinator, and campus police);
• Maintains database of academic actions processed through Student Affairs; 
• Ensures electronic files are stored securely, and maintains confidentiality regarding student records; 
• Assists Student Affairs Coordinator with processing forms and academic actions; 
• Responds to inquiries from students/faculty/advisors about status of forms submitted; 
• Produces regular reports (monthly and annually) on the volume and nature of forms processed through OSA, and identifies trends and efficiencies when applicable; 
• Keeps academic action databases current so reports can be generated at the request of the Associate Dean for Student Affairs and/or other CPH staff;
• Performs purchasing and budget duties for the Office of Student Affairs; 
• Completes relevant trainings including but not limited to eVA, university travel, and purchasing card; 
• Purchases office supplies and items for events organized by the Office of Student Affairs; 
• Anticipates purchasing expenses for each fiscal year with the Student Affairs Coordinator and Associate Dean for Student Affairs, and ensures OSA purchases are within budget;
• Manages calendar and scheduling for the Associate Dean for Student Affairs and other Student Affairs staff; 
• Assists students and other stakeholders with scheduling appointments with Academic Advisors and other Student Affairs staff;
• Sends appointment reminders/confirmations to students before their advising meetings; 
• Schedules all-staff meetings and team meetings for functional areas within OSA; 
• Assists the Associate Dean for Student Affairs with scheduling individual and/or group meetings;
• Manages logistics for CPH events, including Student Awards Ceremony and Degree celebration;
• Reserves spaces, including conference rooms, event spaces in Peterson Hall, and University spaces on 25Live; 
• Creates and manages event invitations and publicity in collaboration with event organizer(s) and CPH Marketing & Communications team; 
• Coordinates event set-up and volunteers for OSA-sponsored events; 
• Spring Awards Ceremony – schedules rooms, orders food, arranges for a photographer, creates and sends invitations, prepares student awards; 
• Degree Celebration – orders College gift for graduates, orders food for Green Room for faculty and doctoral student robing prior to event, arranges for staff to assist with “stuffing” gifts with information from Alumni/Development/Marketing teams; 
• Graduation Reception – sends invitation to students and faculty/staff, manages RSVP process, orders food for event, requests additional tables/chairs through Event Services, secures photographer and entertainment (e.g. band, photo booth), invites CPH Alumni/Development and Marketing/Communications teams to host table(s) at event;
• Assists with events or initiatives for the College and/or other units; 
• Supports colleagues in OSA with events, data, or scheduling; 
• Assists with new or special projects; and
• Performs other related duties as assigned.  

Required Qualifications:

• High school diploma or equivalent;
• Experience in a service-oriented office setting;
• Excellent verbal and written communication skills;
  Detail-oriented;
• Ability to maintain confidentiality;
• Proficient in Microsoft Office suite (Outlook, Excel, Word, and PowerPoint);
• Ability to prioritize multiple tasks and manage deadlines;
• Ability to work in a diverse and inclusive environment; and
• Ability to work collaboratively and independently.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Experience working with undergraduate students;
• Experience ordering supplies and reconciling expenses;
• Budget management and/or accounting experience; and
• Proficiency in student information and scheduling systems including, but not limited to EAB Navigate, Salesforce, Banner, Microstrategy, and DegreeWorks.

Instructions to Applicants: 

For full consideration, applicants must apply for Administrative Assistant, Office of Student Affairs (Req #10001973) at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, including one from the most recent supervisor, and provide a cover letter, and resume for review.

Posting Open Date: November 19, 2024

For Full Consideration, Apply by:  December 4, 2024

Open Until Filled:  Yes