Administrative Assistant and Office Manager

5 months ago

Fairfax, United States Commonwealth of Virginia Full time

Department: Col of Engineering and Computing

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

Criminal Background Check:  Yes

About the Department:

The primary purpose of the Department of Statistics is to educate undergraduate and graduate students in statistics; conduct research in statistics and data science, as well as interdisciplinary research where statistics and data science matter; and to administer B.S., M.S., and Ph.D. programs in statistical and data science.

About the Position:

The Office Manager is an extremely important position in an academic department. This position reports to the Department of Statistics Chair, serves as the lead staff administrator of the department, and the Chair’s executive secretary. The Office Manager is responsible for the daily execution, as well as the coordination of administrative and program support operations to ensure the service needs are met for the department's faculty and students. The incumbent will work with considerable independence, as well as with other staff, as needed. This position will be responsible for a broad range of tasks critical to the department's administrative integrity and procedures related to the needs of faculty, students, and programs.

The position is required to follow University guidelines regarding some days of telework, after approval.

Responsibilities:

Duties include scheduling and time management, management of the office of the Department of Statistics, administration support of the Chair, research and academic programs of the department, and other administrative, financial, and HR functions. Key responsibilities include, but are not limited to:

Serves as executive secretary to Department Chair, including correspondence, scheduling, and screening of calls; Provides administrative support for regular and visiting adjunct faculty, full-time graduate student assistants, and wage employees; Coordinates meetings and collects and maintains faculty records as required; Manages the office, including supplies and equipment, collection and maintenance of all records and files; Processes graduate assistant, adjunct faculty, student, and wage employee appointment letters and payroll; Trains and supervises the department's part-time wage employees and student assistants, as assigned; Monitors ledger accounts and budget, and processes revenue and accounts payable; Reconciles department accounts and processes travel documentation and reimbursements; Responds to requests and queries from students seeking information on the department’s academic programs; and Other duties as assigned by the Chair or Associate Chair(s). 

Required Qualifications:

High school diploma or equivalent; Ability to effectively prioritize work assignments and manage multiple tasks efficiently; Ability to work with a wide range of constituencies in a diverse community; Strong interpersonal communication (both verbal and written), customer service, and diplomacy skills; Willingness to learn new technology and systems, including those for scheduling, workflow, accounting, and travel; Experience processing financial transactions and reconciliation of accounts and funds; Experience serving in an administrative position; and Experience with word processing, spreadsheets, databases, e-mail, and web-related applications, such as Zoom.

Preferred Qualifications:

Bachelor’s degree in a related field;  Prior experience working in a higher education environment;  Experience managing sensitive and confidential materials related to faculty and students; and Excellent IT skills with proficiency in digital platforms and tools for virtual collaborations and communication, as well as Microsoft Office or similar software.

Instructions to Applicants: 

For full consideration, applicants must apply for the  Administrative Assistant and Office Manager  at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume. Full consideration will apply to applicants who submit their completed application by May 6, 2024; however, review of applications will continue until the position is filled.

Posting Open Date: April 19, 2024

For Full Consideration, Apply by: May 6, 2024

Open Until Filled?: Yes

A Force for Innovation in the Heart of Northern Virginia's Technology Corridor: 

About the College

The College of Engineering and Computing (CEC) at George Mason University is a fast-growing force for innovation in research and education. Ranked nationally in the top 100 in both undergraduate and graduate education, the CEC enrolled a record high of 10,933 students in fall 2023. The college has 34 undergraduate, master’s, and doctoral degree programs including several first-in-the-nation offerings. Of its 320 full-time faculty, 93 are tenured, 77 are tenure-track, 90 are term faculty, and 60 are research faculty. As part of a nationally ranked research university, the CEC research teams expended $65 million in sponsored research awards in the past year and had projects with over $119 million in current and anticipated awards. The college stands out for its leading research in areas such as artificial intelligence, data analytics engineering, cybersecurity engineering, biomedical imaging and devices, healthcare, autonomous systems, 5G/Next G communications, systems architecture, computational biomedicine, advanced materials and manufacturing, sustainable infrastructure, statistics and more. The college encourages and supports multidisciplinary research and provides ample opportunity for faculty to work with other disciplines.

About the University and the Region

George Mason University is the largest and most diverse public research university in Virginia, with an enrollment of more than 40,000 students studying in over 200 degree programs. Mason is an innovative, entrepreneurial institution with national distinction in a range of academic fields. It was classified as an R1 research institution in 2016 by the Carnegie Classifications of Institutes of Higher Education. The university has campuses in Fairfax, Arlington, and Prince William County. Its proximity to Washington, D.C. provides unmatched geographical access to federal agencies and national laboratories. Northern Virginia is also home to one of the largest concentrations of high-tech firms in the nation, providing excellent opportunities for interaction with industry. The region is consistently rated as being among the best places to live in the country and has an outstanding local public school system.

About the Future

In conjunction with Amazon’s decision to establish a second headquarters in Northern Virginia, the Commonwealth of Virginia announced a multi-year plan to invest in the growth of degree programs in computing. As a result, Mason has committed to accelerate its plans to grow its capacity in computing and high-tech fields. Among the university’s exciting initiatives are the launch of the Institute for Digital Innovation—a university think tank and incubator to serve the digital economy—and the expansion of Mason Square, home to its Arlington facilities. In 2025, Fuse, a new 355,000 square foot building, will open to students, faculty, and research teams. This net-zero facility will house the Institute for Digital Innovation, state-of the-art classrooms, labs, and collaborative spaces. It will also include retail space and leasing opportunities for local businesses. These initiatives reflect hundreds of millions of dollars in new investment by Mason that will rapidly elevate the university’s already leading national position in computing and related areas.

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