Program Assistant, NSI

Department: Antonin Scalia Law School

Classification: Public Relations & Mktg Spec 2

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

Restricted: Yes

Criminal Background Check: Yes

About the Department:

The National Security Institute (NSI) at George Mason University’s Antonin Scalia Law School is dedicated to finding real-world answers to national security law and policy questions. We strive to provide balance to the public discourse on the most difficult national security challenges facing the United States and its allies.

NSI is a platform for research, teaching, scholarship, and policy development that incorporates a realistic assessment of the threats facing the United States and its allies, as well as an appreciation of the legal and practical challenges facing U.S. intelligence, defense, law enforcement, homeland security, and cybersecurity communities.

About the Position:

The National Security Institute’s (NSI) Program Assistant supports programming, events, and outreach by managing calendars, information flow for smooth office operations, and administrative processes such as budgets and expense reporting. This role facilitates program initiatives, stakeholder engagement, and provides general support for NSI projects and tasks.

This position may be required to work flexible hours, including weekends.

Responsibilities:

• Provides programmatic support to the National Security Institute (NSI) by communicating with internal and external stakeholders, scheduling meetings, preparing meeting materials, assisting in taking notes and tracking relevant items, and other duties as assigned;
• Facilitates program initiatives, stakeholder engagement, and provides general support for NSI projects and tasks;
• Supports NSI event programming; assists in outreach to the target audience, assists in coordinating catering, printing of materials, and event setup and breakdown. Tracks donor engagements and outreach initiatives;
• Manages the information flow through different channels such as printed information, digital, correspondence, etc., for smooth office operations;
• Manages and adapts the Executive Director and NSI organizational calendars, including preparing detailed agendas, travel plans, and itineraries, and coordinates domestic and international travel and accommodations;
• Manages administrative processes, such as tracking NSI's leadership budget and expense reporting, expense reimbursement submissions, monthly credit card reconciliation, mailings, filing information, and other organizational costs;
• Manages the University Affiliate onboarding process for Graduate Level Research Assistants and Intern Cohorts. Reviews applications for Research Assistants and Interns, coordinates and conducts interviews. Orientates those selected on GMU policies and procedures and best practices within NSI;
• Represents the organization via a variety of mediums including electronic correspondence, phone, and in-person, and needs to be able to articulate the mission and perspective of the organization. This includes public facing interactions with a wide variety of mid to senior-level stakeholders, including, but not limited to, Congressional staff, executive branch agencies, industry, media, and donors which may include foundations, private persons, and other philanthropic partners and prospects;
• Manages Executive Director’s correspondence to ensure accurate, precise, and expedient responses and appropriate follow-up materials after meetings;
• Engages with NSI leadership daily to understand and implement the priorities of the Executive Director and Deputy Executive Director through outreach to key stakeholders, scheduling meetings, and calendar management; and
• Other duties related to the position as assigned.

Required Qualifications:

• Associate’s degree in related field;
• Considerable database experience (typically 3 to 5 years);
• Some administrative experience (typically 2 years);
• Excellent organizational skills, with the proven ability to independently juggle multiple programs and priorities effectively;
• Excellent written and oral communication skills;
• Superior skills with Microsoft Office suite;
• Self-starter, highly motivated and detail-oriented;
• Ability to interact with persons at all levels, including high-level officials and academics, in a professional manner and in different settings is critical; and
• Ability to work flexible hours, including weekends. 

Preferred Qualifications:

• Bachelor’s degree in related field; and
• Scheduling or event planning experience.

Instructions to Applicants: 

For full consideration, applicants must apply for the Program Assistant, NSI 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.

Posting Open Date:  December 13, 2024

For Full Consideration, Apply by:  January 10, 2025

Open Until Filled:  Yes