Administrative Associate

Administrative Associate

The George Mason University School of Business invites applications for the position of Administrative Associate. This position is the front line, first impression to students and visitors to the School of Business Office of Student Success and Academic Services. The Administrative Associate is responsible for handling all situations in a professional and competent manner. This is a full-time classified staff position with full benefits.

George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason’s academic and culturally inclusive environment.

Mason is the most diverse public university in Virginia and 12th nationally, based on the U.S. News & World Report 2022 Best Colleges list. Washington, D.C. is ranked the 30th most racially and ethnically diverse city nationally amongst cities with a population of at least 300,000 people according to the U.S. News & World Report 2018 Diversity Ranking.

The Administrative Associate has responsibilities in the following areas:

Team Development:

• Serves as an integral member of the undergraduate programs Student Success and Academic Services team;
• Attends bi-weekly staff meetings;
• Participates on team initiatives;
• Provides support for student focused programming events throughout the academic year including Welcomefest, and the annual graduation Degree Celebration and Awards Ceremony events; and
• Assists with overall communication flow for office.

Office and Administrative Support:

• Enters student data in Salesforce CRM database for orientations, transfer workshops, and student advising registrations;
• Provides support to transfer pre-orientation team, receives IE reports from Admissions, schedules pre-orientation workshops for incoming transfer students, manages generic email account corresponding with students and team members regarding schedules and workshop registrations;
• Schedules meetings for faculty and staff using shared MS Outlook conference room calendars and provides weekly schedule for lower level areas;
• Assists with event planning tasks, utilizing the 25Live system for scheduling student workshops and events across campus;
• Utilizes online Print Hub system for submitting print job orders for event flyers, staff business cards, office forms, handouts, etc.;
• Provides document preparation and assistance with Word processing and mailing projects;
• Manages student records, creates files as needed, and oversees organization and management of student paper filing system. Coordinates student records archiving projects each semester with Ops Manager and completes required University Records Management training to ensure appropriate steps are completed for proper labeling, boxing of files, and appraisal of files for archiving; and
• Assists with support of daily office operations and monitors office supply cabinets and printer paper supply orders.

Customer Service:

• Manages front desk customer service area and greets in person visitors to the office, assisting with general inquiries and providing information regarding office and advising hours and instructions for scheduling appointments. Refers students to appropriate website links and assists with advising sign-in procedures;
• Uses organization skills to monitor daily schedule of advising appointments and assists advising team with providing updates and notifications;
• Operates main telephone line to answer incoming calls regarding School of Business programs and events, and refers callers as appropriate. Must be proactive in collecting information through website and University announcements;
• Serves as Moderator for virtual drop-in advising hours utilizing Blackboard Collaborate during peak registration periods each semester, posting check-in slide, and providing sign-in instructions for students. Monitors Salesforce CRM to ensure students are logged in and ready for virtual advising session. Schedules student advising appointments with GMU Navigate as needed;
• Monitors CASO door system to ensure card swipe system is set to lock and unlock during office business hours and checks student drop box for student forms and requests. Manages student lobby waiting area to ensure up to date event flyers and signage is posted and available for visitors;
• Assumes responsibility for various administrative projects and follows through to completion within determined deadlines. Enters data with accuracy and confidentiality following the office guidelines; and
• Serves as a primary contact for student workshops and events, and keeps records up to date and readily available to share with other departments. Makes appropriate referral to higher levels where necessary.

Required Qualifications:

• High school diploma or an equivalent combination of education and experience;
• Customer service experience in an office setting;
• Excellent oral and written communication skills;
• Excellent communication skills and dealing with the public in a high customer traffic environment;
• Strong computer skills and ability to learn software systems relevant to the position;
• Attention to detail and well organized;
• Ability to handle a variety of tasks and remain calm under pressure;
• Ability to apply knowledge from one situation to the next; and
• Ability to work both independently and as a member of a team.

Preferred Qualifications:

• Experience working in higher education; and
• Some college coursework desirable.

Special Instructions to Applicants  

For full consideration, applicants must apply for position number 01737z at https://jobs.gmu.edu by December 7, 2022; complete and submit the online application; and upload a cover letter, resume, and list of professional references. We will contact you directly if we require additional materials. Review of applications will begin on December 8, 2022 and continue until the position is filled.

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.