Administrative Assistant and Office Manager

4 weeks ago

Reston, Virginia, United States Commonwealth of Virginia Full time

About the Position:

The Office Manager is a critical role in the Department of Statistics, serving as the lead staff administrator and executive secretary to the Department Chair. This position is responsible for the daily execution and coordination of administrative and program support operations to ensure the service needs are met for the department's faculty and students.

The Office Manager will work with considerable independence, as well as with other staff, as needed, to manage the office, including supplies and equipment, collection and maintenance of all records and files. This role will also process graduate assistant, adjunct faculty, student, and wage employee appointment letters and payroll, train and supervise part-time wage employees and student assistants, and monitor ledger accounts and budget.

Responsibilities:

  • 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;
  • 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;
  • 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;
  • 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 position at George Mason University and submit the online application, including three professional references with contact information, and provide a cover letter and resume. Full consideration will be given to applicants who submit their completed application by May 6, 2024; however, review of applications will continue until the position is filled.

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