Administrative Assistant and Project Coordinator

4 months ago

Fairfax, United States Commonwealth of Virginia Full time

Department:  Risk, Safety, & Resilience

Classification: Gen Admin Supv 1/Coord 1

Job Category:  Classified Staff

Job Type:  Full-Time

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

Location: Fairfax, VA

Workplace Type: On Site Required

Pay Band: 04

Salary:  Salary commensurate with education and experience

Criminal Background Check: Yes

Financial Background Check: Yes

Motor Vehicle Records Check: Yes

About the Department:

Risk, Safety, & Resilience (RSR) provides overall strategic oversight of the University's risk profile and management efforts, as well as provides leadership to sustain a safe and healthful environment for our community to learn, work, live, and thrive. RSR serves the university by managing enterprise and operational risk, health, safety, environmental, emergency management programs in collaboration with our partners and stakeholders.

About the Position:

The Administrative Assistant and Project Coordinator provides senior administrative support to the Vice President of Risk, Safety, & Resilience (RSR) and Operational Risk Management (ORM). Coordinates projects, manages calendars, performs research, prepares reports, communications and documentation. The position also provides general support to RSR to include purchasing and serving as the telecom coordinator.

Responsibilities:

Vice President RSR Support and Project Coordination:

Communication and Calendar Administrator: Schedules group meetings or meetings with Unit Leaders/Vice Presidents to include conferences, travel, scheduled calls, and daily activities;Acknowledges, interprets and prioritizes requests for appointments which require the VP's personal attention;Proactively anticipates how events and initiatives will coincide and impact the office and Vice President's time and responsibilities;Responds to a variety of inquiries from internal and external parties for the purpose of providing information or direction and facilitating communication among parties; andDetermines the priority/urgency of the issue, refers to appropriate functional area or consults with the Vice President. Meeting preparation, coordination, and attendance: Coordinates and provides support for various high-level meetings to include one-on-ones, committee meetings, and/or unit leader meetings; andAttends internal meetings, tracks and follows up on action items; prepares meeting agendas and materials. Prepares reports, documents and correspondence of a confidential and non-confidential nature for the purpose of documenting activities, providing written reference, and/or conveying information to RSR leadership and committees as needed; Collects data and conducts benchmarking research, both internal and external, to support university Enterprise Risk Management (ERM), including emerging risks, incidents and other initiatives. Communicates directly with peer institutions and other entities, conducts web research, and gathers information to present to VP for review; Serves as email administrator for ; Develops near- final deliverables for RSR working groups, steering committees, and other key stakeholders across campus, as necessary; Represents RSR projects and the RSR office within the Mason community; Interfaces with Mason schools and business units regarding RSR initiatives. Performs follow-up and related responsibilities as required. Coordinates and disseminates information and materials to working groups; Prepares and tracks travel reimbursements; Assists RSR leadership team with work, as needed; Serves as interface with Office of President for business related to Executive Council, President’s Council, Board of Visitors, AWARE Team, etc.; and Provides senior-level administrative support for special projects and initiatives, to include data production, creating and maintaining documents, presentations, reports, etc., with a mind toward audience. 

Operational Risk Management (ORM) Administrative Support:

Provides administrative support and file management for the Accident Review Committee, Insurance Claims, Certificates of Insurance, MVR Checks, Art on Loan, Volunteer Forms, staff meeting, etc.; Processes ORM financial deposits, Journal Vouchers; Manages calendars for group meetings or meetings with Unit Leaders/Vice Presidents; Manages correspondence management, including generic account email, Tort Letters, and Announcements; Document Management: tracks ORM documents via document management map and coordinates updates and revisions to documents (plans, manuals, guides, forms, SOP, etc.) on schedule; and Serves as backup for overall ORM Data Management to include COI's. 

Finance and Administration Manager Support:

Daily office management of Merten Hall office space; Serves as purchaser for RSR to include travel arrangements; Serves as Telecom Coordinator and Search Committee Coordinator; Provides RSR event support to include making room reservations; Serves as backup for Administrative Specialist to include serving as the backup administrator for RSR, Safety, and Lab Safety email accounts, covers PSHQ phones, and provides in-person coverage as needed; and Manages special projects as needed and performs other duties as assigned. 

Required Qualifications:

High school diploma or equivalent; Extensive high-level administrative experience; Project coordination experience; Knowledge of computer applications including Microsoft Office Suite (Excel, Word), word processing, databases and internet applications; Demonstrated administrative and office management skills; Database management and data entry experience; Recordkeeping and organizational skills; Ability to work effectively in a fast-paced environment with complex instructions, multiple and competing tasks, and with flexibility in an ever-evolving work day; Ability to manage and prioritize projects and deadlines; Ability to handle highly confidential information with discretion and professionalism; Ability to work independently but also with groups; Excellent interpersonal and communication skills (oral and writing); Strong organizational and time management skills; Ability to work effectively with a broad range of personalities and work styles; Ability to make independent decisions regarding emergencies; and Demonstrated research and data collection, and project coordination skills. 

Due to the unique role that RSR plays in emergency situations, each employee is designated to respond as requested during emergencies. Expectations for availability require that home and cell phone numbers be provided. In emergency situations, these numbers may be called and it is expected that the employee will respond when they are able. Repeated instances of unavailability will be addressed by the supervisor; however, the employee is not expected to be "on call".

Preferred Qualifications:

Associate's or bachelor’s degree preferred, or equivalent combination of education and experience; Purchasing experience, (eVA and Visa eWork); and Experience in an institution of higher education.

Instructions to Applicants: 

For full consideration, applicants must apply for  Administrative Assistant and Project Coordinator at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

Posting Open Date:  March 26, 2024

For Full Consideration, Apply by:  April 19, 2024

Open Until Filled?: Yes

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