Administrative Coordinator for the Office of the Provost - George Mason University

Department: Academic Administration

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time

Work Schedule: 9am - 2pm (Monday to Friday)

Location: Fairfax

Workplace Type: Remote Eligible

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Position:

This position will provide administrative and calendaring support to the Office of the Provost, including maintaining the schedules for the members of the Academic Administration team. This position will support a variety of office functions for the Office of the Provost, including but not limited to: managing the calendars, detailed notetaking for technical interviews, assisting with the coordination of standing and adhoc meetings for the team that require making arrangements for virtual and hybrid meetings, assist with agenda management, meeting transcription and note organization, the team with file management and tracking internal assignments and communicate to customers in a timely manner with status updates on their requests.

Responsibilities:

Scheduling Support

• Works closely with the Academic Administration Team leaders to schedule one on one and group meetings;
• Proactively resolves calendaring conflicts before they arise;
• Responds to internal and external calendaring requests; and
• Provides requested materials to meeting constituents.

Administrative Support

• Provide general administrative support to the Provost Office Academic Administration team including but not limited to:
  • Attending meetings as requested to serve as note taker and provide summary notes to attendees highlighting action items.;
  • Assist with file management for the team and ensuring internal standards are met and followed;
  • Assist with assignment management and tracking for the team ensuring proactive follow-up occurs with internal project tracking systems and updating the tracker as information is discovered; and
  • Coordinate with the Provost Office to ensure customers are being communicated with regularly on the status of their requests.

Required Qualifications:

• Bachelor's degree or equivalent combination of education and experience;
• Ability to schedule and adjust meetings, calls, events, and travel while being mindful of urgency, priority, and ever-changing schedules. Requires high attention to detail to resolve calendar conflicts before they arise;
• Experience in a fast-paced executive office and demonstrated customer service experience required;
• Demonstrated qualification to successfully work and communicate with a diverse internal and external community in a professional manner;
• Extensive knowledge of professional office procedures;
• Demonstrated computer skills to include Microsoft Office Suite;
• Demonstrated writing and communication skills;
• Ability to work under pressure accomplishing multiple tasks with congruent deadlines;
• Ability to handle confidential issues;
• Ability to work well with others in an in-person and virtual team environment;
• Must have a professional demeanor;
• Ability to organize files electronically; and
• Demonstrated ability to organize vast amounts of information into synthesized notes and action plans.

Preferred Qualifications:

• Experience providing administrative support to a team.

Instructions to Applicants:

For full consideration, applicants must apply for Administrative Coordinator for the Office of the Provost at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide cover letter and resume.

Posting Open Date: July 22, 2024

For Full Consideration, Apply by: August 5, 2024

Open Until Filled?: Yes

Mason Ad Statement

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate a