Faculty Support Assistant

Department: Antonin Scalia Law School

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

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

Location: Arlington, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Law School provides high quality legal education to all JD, JM, and LLM students within the university. To educate students about the law, the Antonin Scalia Law School at George Mason University has designed curricula that address the pressing requirements of contemporary legal practice including facility with economic and quantitative methods; the increasing need for specialization; and a thorough grounding in fundamental skills of legal research, writing & analysis.

About the Position:

The Faculty Support Assistant is a customer service position responsible for the daily coordination and execution of administrative and academic support for an assigned segment of the full-time tenured/tenure track faculty, term professors, and administrative professional faculty in performance of their teaching, research, and service responsibilities. This position provides responsive, professional, enthusiastic, and reliable support to all area constituencies, which is crucial. Additionally, this position may lend support to the Dean's office or other units within the law school on an as-needed basis to help the school achieve its mission of providing quality legal education to JD, LLM, and JM students.

Responsibilities:

• Orders textbooks;
• Prepares classrooms including seating charts, rosters, and attendance sheets; tracking attendance, if requested;
• Prepares course material packets made available to students;
• Provides document preparation and editing assistance for exams, reports, correspondence, syllabi, and other instructional materials; Prepares PowerPoint presentations;
• Photocopies, scans, and prints documents;
• Processes all copy and print service requests;
• Coordinates exam prep with Records and assists with exam review requests;
• Ensures exam materials are stored according to established Law School policies;
• Schedules appointments with students, as requested;
• Uses the University's Travel Request System (TRS), prepares travel authorizations and processes reimbursements immediately upon completion of the trip;
• Tracks reimbursements through the queue to ensure payment requests are processed and paid;
• Tracks Faculty Research Budgets and provides updates to professors upon request;
• Makes travel arrangements as requested, including flights, hotels, car rentals, and event registration;
• Uses University purchasing card (p-card) as appropriate for faculty expenses;
• Processes supply and other orders through eVA system;
• Coordinates office set up for new faculty and moves for existing faculty;
• Prepares, organizes and maintains files for individual faculty members and committees and ensures proper records retention and disposal;
• Assists faculty members with operational (not technical) aspects of systems including email, Patriot Web, and other job-related systems;
• Orders business cards;
• Opens, sorts, and screens incoming mail and ensures prompt delivery to recipient.
• Sends calendar invitations for faculty workshops and candidate job talks;
• Distributes readings for workshops and job talks;
• Takes attendance at workshops;
• Coordinates catering for workshops and job talks;
• Processes and submits vouchers for workshops as needed or requested;
• Coordinates support for visiting faculty and candidates, including travel, lodging, and temporary office space;
• Supports Faculty Selection Committee efforts as assigned. 
• Prepares professional, effective, and grammatically correct drafts and final copies of scholarly articles and writings;
• Reviews and proofreads drafts;
• Uses the Internet and library resources for research and reference;
• Assists with filing, coordinating, and storing of documents;
• Manages social media accounts as requested;
• Mails articles to journals and other scholars;
• Other support for research and scholarship for assigned faculty members as requested.
• Remains current on all law school and University policies;
• Attends trainings on essential job-related functions and systems;
• Submits work orders for area as needed;
• Performs routine office management;
• Assist students and external parties in making the proper connections to address their needs;
• Works collaboratively with appropriate law school and university staff on financial, personnel, and other administrative matters such as travel, eVA orders, p-card transactions, IT support, reimbursement requests;
• Assists with reimbursement vouchers for affiliated clinics and programs, as requested;
• Other related administrative/academic support duties for assigned faculty members and other faculty members as needed/requested; and
• Executes other duties and responsibilities as assigned by the Dean's office. 

Required Qualifications:

• Bachelor’s degree in related field  or the equivalent combination of education and experience;
• Some administrative experience support in a professional setting (typically 1-3 years);
• Must be able to work independently and as a member of a team;
• Knowledge of relevant software, including Microsoft Office (Word, Outlook, PowerPoint, Excel, etc.) and Adobe;
• Working knowledge of standard office equipment;
• Knowledge of professional administrative procedures;
• Excellent oral and written communication skills;
• Well organized, self-starter, with good interpersonal skills;
• Ability to work effectively within a team and relate well to faculty and staff at all levels of the university; and
• Ability to effectively handle multiple responsibilities simultaneously while maintaining flexibility regarding changes in priorities.

Preferred Qualifications:

• Administrative support role in an academic setting; and
• Experience with purchasing, vouchers, and other finance tools.

Instructions to Applicants: 

For full consideration, applicants must apply for Faculty Support 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 of Intent with Resume for review.

Posting Open Date: September 12, 2024

For Full Consideration, Apply by:  September 26, 2024

Open Until Filled:  Yes