Administrative Assistant to the CHO & Office Specialist

Department: UL

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 beginning in the mid-50k's; commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

About the Department:

Housing and Residence Life (HRL) is a self-supporting auxiliary organization within the University Life unit of George Mason University. HRL serves a highly diverse population of approximately 6,100 students, the majority of which are undergraduates living in over 40 traditional, suite, and apartment-style residence halls in three campuses within the vibrant Northern Virginia area. HRL employs over 170 full-time and graduate staff members and over 350 undergraduate student staff members. HRL is committed to provide a safe, well-maintained student-centered environment that is innovative and inclusive of the global community. It is dedicated to creating a home that enriches the experiences of our students, staff, and faculty.

About the Position:

Reporting directly to the Chief Housing Officer (CHO), the Administrative Assistant to the CHO & Office Specialist (AA) is responsible for assisting members of Housing and Residence Life to ensure efficient operations that help the unit serve the needs of on-campus students. The AA accomplishes this by providing administrative support for the CHO, completion of various clerical and financial tasks, office management, customer service support to HRL’s front desk operations, and other duties as assigned.

Responsibilities:

Administrative Support

• Assists in all matters related to the daily support for the Chief Housing Officer (CHO);
• Acknowledges, prioritizes, and responds to schedule requests and manages calendar for the CHO. This includes managing the day-to-day agenda (meetings, events, travel, and office time) in accordance with strategic priority and business urgency;
• Bi-annually updates the HRL manual, directory, and organization chart (in collaboration with University Life Human Resources);
• Manages all-HRL and duty listservs. Maintains all-HRL general Microsoft Teams folders with up-to-date departmental information including HRL manual, organization chart, and roster;
• Assists in the research, preparation, and distribution of documents and/or that include meeting agendas and various reports for HRL;
• Works with the CHO to ensure necessary meetings are scheduled and meeting locations are properly reserved;
• Works with CHO and other HRL staff members to assist with special events and program planning as needed;
• Assists in responding to inquires including but not limited to requests for departmental information and student/parent questions/concerns;
• Attends some meetings with CHO to record and distributes necessary notes, information, and follow-up;
• Manages semesterly all-staff meetings, creates necessary presentation materials, and handles reservations associated with this meeting;
• Acts as HRL’s initial point of contact for campus partners; and
• Manages and assists ad hoc departmental projects. 

Office Management and Onboarding

• Performs routine office management including but not limited to managing and maintaining HRL staff mail system, inventorying and ordering office supplies for all HRL staff, and general office cleanliness;
• Coordinates the departmental parking pass process with Parking and Traffic Office in addition to tracking and coordinating golf cart certification for staff;
• Coordinates with HRL Administrative Specialists to provide support for HRL Front Desk Operations during peak times. This includes answering the HRL main phone line and responding to email messages in the HRL email account when needed;
• Assists with staff onboarding activities as necessary and works with direct supervisors of staff members to ensure a consistent onboarding experience;
• Orders business cards, name tags, and door name plates for all staff and updates as needed;
• Maintains a HRL space-use plan that accurately lists each office and who occupies it;
• Cleans and prepares office spaces for new staff members including technology, office supplies, and furniture;
• Creates and follows protocol to ensure consistency in each office space;
• Prepares welcome packages for new staff;
• Serves as a liaison with the Associate Director for Housekeeping and Special Projects and the HRL Asset Manager to assist in creating furniture standardization among offices;
• Cleans, inventories, and removes all items after a staff member vacates an office space;
• Ensures that office and associated spaces are kept organized and welcoming to students and other visitors;
• Responsible for the inventorying and ordering of office supplies for HRL staff;
• Manages indoor and outdoor HRL space requests for HRL staff and coordinating departments; and
• Works with Associate and Assistant Directors for Housing Operations to create and maintain the departmental operational calendar.

Clerical and Financial

• Coordinates with HRL business and accounting staff to ensure compliance is met and financial records are up to date;
• Completes purchase orders and is responsible for the purchasing needs of the CHO and other HRL staff members when needed;
• Responsible for making supply and program purchases using a university purchasing card (P-card) and state procurement system;
• Reconciles monthly purchases;
• Researches itinerary preferences and prepares travel authorizations and bookings for CHO;
• Assists in P-Card reconciliation and other associated duties for CHO; and
• Coordinates with Residence Life to track pet policy and live-on partner documentation. 

Departmental and Other Duties

• During peak times, work outside of normal business hours might be required for special events (i.e. move-in, closing);
• Actively supports and complies with all University policies, HRL regulations, department vision and goals;
• Remains adaptable and flexible to assist with ad hoc unit needs;
• Provides accurate and timely communication;
• Acts as essential personnel in emergencies and critical times;
• Demonstrates respect for the University and its students and employees, serving as an ambassador for HRL and GMU to both internal and external audiences; and
• Performs other duties as assigned by supervisor or designee.

Required Qualifications:

• High school diploma or equivalent combination of education and experience;
• Experience typically obtained in 2+ years as an administrative assistant or similar role;
• Demonstrated organizational, communication, and interpersonal skills;
• Proficiency with Microsoft Office Software package;
• Ability to exercise judgement and initiative while maintaining a high level of confidentiality;
• Ability to work collaboratively in a team-oriented, and fast-paced environment; and
• Demonstrated ability to utilize, and learn, computer programs/applications.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Prior experience within a higher education setting; 
• Prior experience in Housing & Residence Life in a higher education setting; and
• Knowledge of higher education, student affairs and/or housing and residence life operations.

Instructions to Applicants: 

For full consideration, applicants must apply for Administrative Assistant to the CHO & Office Specialist 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 of Intent with Resume for review.

Posting Open Date: September 24, 2024

For Full Consideration, Apply by:  October 8, 2024

Open Until Filled:  Yes