Administrative Assistant to the CHO & Office Specialist - George Mason University

Department: University Life - Housing and Residence Life

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

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 providing 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;