Administrative Associate, ISOM Area

Department: Costello College of Business

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:

The Donald G. Costello College of Business at George Mason University is one of the largest business schools in Virginia, and is located near Washington, D.C., in Arlington and Fairfax, and at George Mason’s global campus in Incheon, South Korea. The college’s AACSB-accredited business and accounting curricula prepare undergraduate and graduate students from the U.S. and across the globe for career success in business and government. Its research-based faculty and focus on multi-disciplinary academic programs, inclusive entrepreneurship, modular education, experiential learning, and corporate partner engagement are transforming the landscape of business education and workforce development. Learn more at business.gmu.edu.

About the Position:

Supports the mission of the Costello College of Business (CCB). Administratively assists the Area Chair and faculty members in the performance of their research, teaching, and service responsibilities. Provides responsive and reliable customer service to all area constituencies.

Responsibilities:

Area Support: (Customer service and support for area constituents)

• Assists students and external parties in making the proper connections in the Area, College, or University to address their needs;
• Works with appropriate Dean's office staff on financial, personnel, and other administrative matters such as travel, eVA orders, Sedona, recruitment, IT support, check requests, mileage reimbursements, and food & beverage requests;
• Remains current on all Costello College of Business and University policies;
• Updates Area website content;
• Manage calendar of Area events and ensure event information is communicated both within the area and to appropriate College teams (i.e., Marketing and Communications, Advancement Office and Dean's Office) to ensure Area events are being properly marketed to internal and external stakeholders;
• Attend trainings on essential job-related functions and systems as specified in the employee developmental plan;
• Share findings from training sessions with Dean's Office staff and fellow Area; and
• Assists with the training of new Area Support staff as requested by the college’s Dean's Office.

Area Chair Support: (Provides support for the Area Chair)

• Prepares and tracks all financial requests that require Area Chair approval;
• Reconciles Dean's Office financial reports with area records;
• Prepares budgets for expenses per faculty member when required;
• Provides updates to Chair of any area regarding college and university events and activities;
• Schedules appointments for Area Chair, including virtual and in-person meetings;
• Advises the Area Chair on suggested organizational improvements for Area;
• Provides administrative support to the Area Chair for the recruiting of new full-time faculty, graduate assistants, and hourly staff (as needed) using the applicant tracking system;
• Assist Area Chair in coordinating activities with Adjunct faculty;
• Assists the Area Chair in responding to external constituents; and
• Executes other duties and responsibilities as assigned by Area Chair.

Area Faculty Support: (Administrative support for Area Faculty members)

• Provides document preparation and editing assistance for exams, reports, correspondence, syllabi, and other instructional material;
• Processes all copy and print service requests;
• Orders text books for faculty each term;
• Processes supply and other orders through eVA system;
• Assists in the recruiting of graduate assistants using the job applicant tracking system;
• Administers all aspects of faculty recruitment using the job applicant tracking system;
• Coordinates office/work station set up and orientation for new faculty members and graduate assistants;
• Assists faculty members with operational (not technical) aspects of systems including email, Patriotweb, WebCT, virtual meetings using university approved platforms and other job related systems;
• Arranges logistics of all area events and candidate visits;
• Prepares travel authorizations and reimbursements for all area faculty/faculty candidates as required and makes associated arrangements;
• Ensures that all mail, packages, and faxes are delivered to recipients within same day of receiving in the college;
• Coordinates monthly area faculty meetings and disseminates information through area;
• Maintains area files for faculty members and ensures proper records retention and disposal and;
• Assists the Dean's Office with the on-boarding of adjunct faculty.

Events Support and Special Project Work

• Administratively support college wide events and program initiatives as assigned, including but not limited to: scheduling spaces, food orders, eVA procurement, equipment setup, logistics, preparing event and promotional materials, customer relations and communicating event details to appropriate School teams for marketing and;
• Execute college wide special projects and initiatives as assigned that support the strategic mission of the college.

Required Qualifications:

• High school diploma or equivalent;
• Experience in an administrative setting;
• Effective oral and written communication skills;
• Well organized, self-starter, sound interpersonal skills;
• Technical Skills in the use of Microsoft Office;
• Ability to follow-through and complete tasks; and
• Must be able to work both independently and as a member of a team. 

Preferred Qualifications:

• Bachelor’s degree or equivalent combination of education and experience;
• Strong administrative background in a University setting;
• Knowledge and understanding of area and office organization and College of Business administration;
• Knowledge of all relevant software related to job responsibilities (i.e. Sedona, job applicant tracking system); and
• Knowledge of University programs, policies, and procedures.

Instructions to Applicants: 

For full consideration, applicants must apply for Administrative Associate, ISOM Area 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 4, 2024

For Full Consideration, Apply by:  September 18, 2024

Open Until Filled:  Yes