Budget Team Administrative Coordinator

1 month ago

Fairfax, United States Commonwealth of Virginia Full time

Department: Academic Administration - Office of the Provost

Classification: GMU Worker

Job Category:  Part-Time / Hourly Wage

Job Type:  Part-Time

Work Schedule:  20-29 hours per week

Location: Fairfax, VA

Workplace Type:  Hybrid Eligible

Salary:  Salary commensurate with education and experience

Criminal Background Check:  Yes

About the Position:

This position will report to the Senior Budget and Finance Analyst and will provide the team with administrative coordination supporting a variety of office functions including but not limited to: day-to-day management of the team’s e-mail account ensuring triaging, tracking and responding to messages is completed per internal guidelines/policies; reviewing and compiling synthesized lists of outstanding tasks and ensuring priorities are known to the team; attending meetings and actively listening to record notes and ensuring actionable task items are added to and prioritized on the teams actions lists; coordinating the review and routing of various forms the team manages, and providing back-up coverage to other coordinator position on the team.

Responsibilities:

Team communication management: Be the point of contact for administrative support staff within the Office of the Provost departments to ensure timely responses and the proper allocation of support/assistance requests are assigned within the Provost Office Budget team. Triage all incoming messages (e-mail, Teams etc.) that you cannot respond to without guidance and assign to the appropriate team member(s) for response per internal guidelines/policies. Track teams’ response rates and ensure communication/processing is being done in a timely manner and provide monthly reporting to leadership. Proactively notify team leaders if communication is not occurring as expected.
Review and maintenance of team tasks: Perform a daily review of all tasks and projects that have been assigned to ensure clarity of assignments and timeliness of completion. Communicate any changes and upcoming deadlines to the appropriate team members creating synthesized daily action reports. Also maintain overarching team task calendar ensuring all critical projects are added to the tracking list in a timely manner. Pose any questions about the assignments or instructions to the individual assigning the task and ensure full details of actions, deadlines, priorities are maintained.
Meeting Notes: Attend meetings as required and compose detailed notes related to the tasks of projects assigned to the team. Update or create new task files in Microsoft Teams related to the tasks or projects that are discussed in the meetings. Use critical thinking and prior task knowledge to pose questions regarding the task/project so the team will be able to complete the task with clarity.

Required Qualifications:

Associate’s degree or equivalent combination of education and experience; Detail oriented with the ability to track information from multiple sources and provide concise, easily understood summary information encompassing all data; Strong critical thinking skills; Courage to take the initiative to start a task or project without detailed instruction; Willingness to learn with the ability to manage multiple priorities; Strong listening and comprehension skills; Intermediate to advanced MS Office skills in Word, Excel, PowerPoint, and Teams; Basic experience using Adobe for editing documents; Ability to follow and interpret rules and policies; Ability to maintain harmonious working relationships with a population of diverse individuals; and Ability to maintain confidentiality.

Preferred Qualifications:

Knowledge of Ellucian Banner and MicroStrategy; Experience creating and manipulating Adobe Acrobat pdf files; and Experience working on a hybrid team.

Instructions to Applicants: 

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

Posting Open Date:  April 17, 2024

For Full Consideration, Apply by:  April 30, 2024

Open Until Filled?: Yes

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