Administrative Specialist

Department: Col of Engineering and Computing

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 department's mission is to provide an innovative approach to technology in achieving the academic excellence and high-quality services to all its constituents including visitors, chair and faculty, current and prospective students through sound administrative team support. The department’s objectives are offering Computer Science programs at undergraduate, graduate and doctoral level of studies.

About the Position:

The Administrative Specialist provides HR, payroll, clerical and administrative support. This position reports directly to, and supports, the Computer Science (CS) Office Manager. Additional responsibilities include but are not limited to: serving as liaison with other administrative offices of the School and the University, interacting with departmental faculty, and assisting with organizing various events sponsored by the department. The individual in this position represents the department in a professional manner and acts as a resource regarding the university and department’s rules and regulations, policies and procedures.

Responsibilities:

HR and Payroll

• Processes and submits all necessary paperwork to Human Resources (HR) for hiring of Graduate Teaching Assistant (GTA), Graduate Research Assistant (GRA), Undergraduate Teaching Assistant (UTA), Student Wage, Affiliate, and Wage positions, according to the equal employment opportunity guidelines and human resources rules, regulations, policies, and procedures;
• Processes, monitors, and approves all online and/or manually submitted time sheets for GTA, GRA, UTA, Student Wage, and Wage employees;
• Ensures that records are consistently updated, neat, properly filed and confidentially maintained; and
• Acts as trouble shooter and problem solver for all TA related payroll and HR matters.

GTA Hiring Coordinator

• Assists with faculty GTA coordinator to process and submit all necessary paperwork to CEC HR Liaison for student wage, wage, and graduate teaching assistants; and
• Maintains office hours booking page and assigns office hours location to GTAs and Graduate Wage students. 

Department Communication

• Maintains department Outlook calendars;
• Answers phones and direct inquiries to appropriate personnel. Acts as backup telecom coordinator;
• Orders and disseminates parking passes to adjunct faculty and visitors as needed;
• Assists with maintaining the department conference room calendar. Manages room requests and arranges for conference rooms outside the departments control on behalf of faculty;
• Issues electronic registration overrides for students on behalf of faculty. Handles student questions and directs students appropriately; and
• Disseminates mail, manages work orders with Work Control, maintains copy machines and printers, proctors reservations and performs additional tasks to assist with the smooth operation of the department.

Maintain department equipment records

• Serves as department liaison for the annual fixed asset inventory; and
• Maintains thorough and up-to-date records on department-owned equipment. Surpluses old and out of date equipment.

Award Coordinator

• Processes, submits, and monitors all necessary paperwork for scholarships, awards, and honorariums per GMU rules, regulations, policies, and procedures; and
• Acts as trouble shooter and problem solver for all related award matters. 

Required Qualifications:

• High school diploma or equivalent;
• Demonstrated experience with office software (particularly Microsoft Word and Excel) and email applications; and
• Prior experience effectively identifying and addressing problems. 

Ability to:

• Manage multiple tasks simultaneously;
• Assess problems and recommend solutions or solution procedures;
• Initiate policies and procedures which are beneficial to the department;
• Demonstrated interpersonal and communication skills (both written and verbal), and ability to effectively coordinate and communicate with other offices within the university;
• Advanced customer service skills;
• Ability to work effectively with a wide range of constituencies in a diverse community; and
• Proficient computer skills, including knowledge of Microsoft Office suite, Internet, and e-mail, including ability to use and maintain databases.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Human resources experience;
• Experience in higher education; and
• Familiarity with University CT-Banner system.

Instructions to Applicants: 

For full consideration, applicants must apply for Administrative 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 and resume for review. Review of applications will continue until the position is filled.

Posting Open Date: September 17, 2024

For Full Consideration, Apply by:  October 1, 2024

Open Until Filled:  Yes