Executive Administrative Coordinator

2 months ago

Reston, Virginia, United States Commonwealth of Virginia Full time

Department: Risk, Safety, & Resilience

Classification: General Administrative Supervisor/Coordinator

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

Background Checks:

  • Criminal Background Check: Yes
  • Financial Background Check: Yes
  • Motor Vehicle Records Check: Yes

About the Department:

The Risk, Safety, & Resilience (RSR) department oversees the strategic management of the University's risk profile and safety initiatives, ensuring a secure environment for the community to thrive. RSR collaborates with various stakeholders to manage enterprise risks, health and safety protocols, and emergency management programs.

About the Position:

The Executive Administrative Coordinator offers high-level administrative assistance to the Vice President of Risk, Safety, & Resilience (RSR) and Operational Risk Management (ORM). This role involves project coordination, calendar management, research, and the preparation of reports and communications. Additionally, the position supports RSR with procurement tasks and acts as the telecommunications coordinator.

Key Responsibilities:

Support for the Vice President RSR and Project Coordination:

  • Communication and Calendar Management: Organizes meetings with Unit Leaders and Vice Presidents, prioritizes appointment requests, and facilitates communication among various parties.
  • Meeting Coordination: Prepares and attends high-level meetings, tracks action items, and develops meeting agendas.
  • Documentation Preparation: Generates reports and correspondence for RSR leadership and committees.
  • Research and Data Collection: Conducts benchmarking research to support Enterprise Risk Management initiatives.
  • Email Administration: Manages email communications for the department.
  • Deliverable Development: Prepares materials for RSR working groups and stakeholders.
  • Interdepartmental Liaison: Coordinates information dissemination among Mason schools and business units.
  • Travel Reimbursement Management: Prepares and tracks travel reimbursements.
  • General Support: Assists RSR leadership with various tasks as needed.
  • Executive Council Interface: Acts as a liaison with the Office of the President for relevant business matters.
  • Special Projects: Provides administrative support for special initiatives, including document and presentation creation.

Administrative Support for Operational Risk Management (ORM):

  • Manages administrative tasks and documentation for the Accident Review Committee and related processes.
  • Handles financial transactions and correspondence management.
  • Oversees document management and updates for ORM-related materials.
  • Serves as a backup for ORM data management.

Support for Finance and Administration Manager:

  • Oversees daily office operations.
  • Facilitates purchasing and travel arrangements.
  • Coordinates events and room reservations for RSR.
  • Provides backup administrative support as needed.
  • Manages special projects and additional duties as assigned.

Required Qualifications:

  • High school diploma or equivalent.
  • Extensive experience in high-level administration.
  • Experience in project coordination.
  • Proficiency in Microsoft Office Suite and other relevant applications.
  • Strong organizational and recordkeeping skills.
  • Ability to manage multiple tasks in a fast-paced environment.
  • Excellent communication skills, both oral and written.
  • Ability to handle confidential information with professionalism.
  • Demonstrated research and data collection skills.

Preferred Qualifications:

  • Associate's or bachelor's degree or equivalent experience.
  • Experience with purchasing processes.
  • Familiarity with higher education institutions.

Instructions to Applicants:

Applicants must complete the online application process, including providing three professional references and submitting a cover letter and resume.

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