Administrative Assistant

3 days ago

Virginia Beach, Virginia, United States Virginia Jobs Full time
About the Position

The Administrative Specialist plays a vital role in supporting the Computer Science Office. This position reports directly to the Computer Science Office Manager and is responsible for providing HR, payroll, clerical, and administrative support.

Key Responsibilities
  • Process and submit all necessary paperwork to Human Resources for hiring of Graduate Teaching Assistants, Graduate Research Assistants, Undergraduate Teaching Assistants, Student Wage, Affiliate, and Wage positions.
  • Process, monitor, and approve all online and/or manually submitted time sheets for GTA, GRA, UTA, Student Wage, and Wage employees.
  • Ensure that records are consistently updated, neat, properly filed, and confidentially maintained.
  • Act as a trouble shooter and problem solver for all TA-related payroll and HR matters.
  • Assist with faculty GTA coordinator to process and submit all necessary paperwork to CEC HR Liaison for student wage, wage, and graduate teaching assistants.
  • Maintain office hours booking page and assign office hours location to GTAs and Graduate Wage students.
  • Maintain department Outlook calendars.
  • Answer phones and direct inquiries to appropriate personnel.
  • Act as backup telecom coordinator.
  • Order and disseminate parking passes to adjunct faculty and visitors as needed.
  • Assist with maintaining the department conference room calendar.
  • Manage room requests and arrange for conference rooms outside the department's control on behalf of faculty.
  • Issue electronic registration overrides for students on behalf of faculty.
  • Handle student questions and direct students appropriately.
  • Disseminate mail, manage work orders with Work Control, maintain copy machines and printers, proctor reservations, and perform additional tasks to assist with the smooth operation of the department.
  • Serve as department liaison for the annual fixed asset inventory.
  • Maintain thorough and up-to-date records on department-owned equipment.
  • Surplus old and out-of-date equipment.
  • Process, submit, and monitor all necessary paperwork for scholarships, awards, and honorariums per GMU rules, regulations, policies, and procedures.
  • Act as a trouble shooter and problem solver for all related award matters.
Requirements
  • High school diploma or equivalent.
  • Demonstrated experience with office software (particularly Microsoft Word and Excel) and email applications.
  • Prior experience effectively identifying and addressing problems.
  • Ability to manage multiple tasks simultaneously.
  • Assess problems and recommend solutions or solution procedures.
  • Initiate policies and procedures that are beneficial to the department.
  • Demonstrated interpersonal and communication skills (both written and verbal), and ability to effectively coordinate and communicate with other offices within the university.
  • Advanced customer service skills.
  • Ability to work effectively with a wide range of constituencies in a diverse community.
  • Proficient computer skills, including knowledge of Microsoft Office suite, Internet, and e-mail, including ability to use and maintain databases.
Preferred Qualifications
  • Bachelor's degree in a related field.
  • Human resources experience.
  • Experience in higher education.
  • Familiarity with University CT-Banner system.

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