Skip to Main Content

Administrative Associate, Foundations and Career Services

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link. If you would like to print a copy of this position for your records, click on the Print Preview link.

Please see Special Instructions for more details.

For full consideration, applicants must apply for position number 02706z at http://jobs.gmu.edu/; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information. Candidates will be contacted directly should additional materials be required. Review of applications will begin on July 27, 2017, and continue until the position is filled.

Position Information

Position Information

Department School of Business
Alternate Department Description
Criminal Background Check Standard Background Check
Motor Vehicle Background Check No
Restricted Position? No, is eligible for layoff or severance benefits.
Job Category Classified Staff
Role (State) Job Title Administrative and Office Specialist III
Working Title Administrative Associate, Foundations and Career Services
Job Type Full-Time
Position Number 02706z
Recruit Number Staff - 8258
Working Hours
Location Fairfax
Pay Band Payband 3
Salary Commensurate with education and experience.
Web Announcement

Administrative Associate, Foundations and Career Services

The George Mason University School of Business is looking for an energetic, organized, and detail-oriented Administrative Associate to support the Foundations and Career Services Area faculty. This is a full-time 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.

Responsibilities:

The Administrative Associate position has responsibilities in the following areas:

Office Support for the Foundation and Career Services Area:

  • Assisting students and external parties in making the proper connections in the Foundations Area, the Career Services Office, the school, or university to address their needs;
  • Working with appropriate Dean’s Office staff on financial, personnel, and other administrative matters such as travel, eVA (Commonwealth of Virginia’s procurement system) orders, Sedona, recruitment, IT support, check requests, mileage reimbursements, and food and beverage requests;
  • Remaining current on all School of Business and university policies;
  • Updating website content;
  • Managing calendar of events and ensure event information is communicated both within the office and to appropriate school teams (i.e., Marketing and Communications, Advancement Office, and Dean’s Office) to ensure events are being properly marketed to internal and external stakeholders;
  • Attending trainings on essential job-related functions and systems as specified in the employee developmental plan, and share findings from training sessions with Dean’s Office staff and fellow Area Support staff to understand/assess relationships of School of Business policies and procedures with University Guidance; and
  • Assisting with the training of new Area Support staff as requested by the School of Business Dean’s Office.

Provide Support for the Foundation Area Chair and Director:

  • Preparing and tracking all financial requests;
  • Reconciling Dean’s Office financial reports with internal records;
  • Preparing budget expenses for faculty members and budget support for the Director;
  • Scheduling appointments for Area Chair and Director;
  • Advising the Area Chair and Director on suggested organizational improvements;
  • Advising Area Chair on suggested organizational improvements for the area;
  • Providing administrative support to the Area Chair and Director for the recruiting of new employees as needed;
  • Assisting Area Chair in coordinating activities with adjunct faculty;
  • Assisting Area Chair and Director in responding to external constituents;
  • Providing event management support as needed; and
  • Executing other administrative duties and responsibilities as assigned by Area Chair and Director.

Administrative Support for Area Faculty Members:

  • Providing document preparation and editing assistance for exams, reports, correspondence, syllabi, and other instructional material;
  • Processing all copy and print service requests;
  • Ordering text books for faculty each term;
  • Processing supply and other orders through eVA system;
  • Assisting in the recruiting of graduate assistants using eWork;
  • Administering all aspects of faculty recruitment using eWork;
  • Coordinating office/work station set up and orientation for new faculty members and graduate assistants;
  • Assisting faculty members with operational (not technical) aspects of systems including email, Patriot Web, WebCT, Sedona, and other job related systems;
  • Arranging logistics of all area events and candidate visits;
  • Preparing travel authorizations and reimbursements for all area faculty/faculty candidates as required and making associated arrangements;
  • Ensuring that all mail, packages, and faxes are delivered to recipients within same day of receiving in the School of Business;
  • Coordinating monthly area faculty meetings and disseminating information through area;
  • Maintaining area files for faculty members and ensuring proper records retention and disposal; and
  • Assisting the Dean’s Office with the on-boarding of adjunct faculty.

Special Project Work:

  • Execute special projects and initiatives as assigned that support the strategic mission of the school.

Required Qualifications:

  • High school diploma or an equivalent combination of education and experience;
  • Excellent computer skills with working knowledge of all applications in Microsoft Office, database expertise, and e-mail and network applications;
  • Ability to effectively communicate and manage workflow with multiple stakeholders to achieve results, as well as independently; and
  • Professional demeanor, appearance, good citizenship and the ability to work well with colleagues.

Preferred Qualifications:

  • Experience working in a higher education environment;
  • Experience with the Commonwealth of Virginia’s procurement system (eVA);
  • Experience purchasing goods and services for an organization;
  • Experience processing travel authorizations and reimbursements for an organization;
  • Excellent communication, analytical, strategic thinking and organizational skills; and
  • Proactive problem-solving skills, attention to detail, ability to motivate, and ability to learn new tasks quickly.
Special Instructions to Applicants

For full consideration, applicants must apply for position number 02706z at http://jobs.gmu.edu/; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information. Candidates will be contacted directly should additional materials be required. Review of applications will begin on July 27, 2017, and continue until the position is filled.

For Full Consideration, Apply by: July 27, 2017
Posting Date 07/13/2017
Job Close Date
Open Until Filled? Yes
Telework Friendly? No
Mason Ad Statement

Great Careers Begin at Mason!

George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report “Up and Coming” spot for national universities and is recognized for its global appeal and excellence in higher education.

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason’s diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.

If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at jobs.gmu.edu/!

George Mason University, Where Innovation is Tradition.

Equity Statement

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, gender identity, sexual orientation, national origin, disability, or protected veteran status.

Campus Safety Information

Mason’s Annual Security and Fire Safety Report is available at http://police.gmu.edu/annual-security-report/

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a High school diploma or an equivalent combination of education and experience?
    • Yes
    • No
  2. * Do you have experience working in Higher Education?
    • Yes - I have 4 or more years of experience working in Higher Education
    • Yes - I have 2-3 years of experience working in Higher Education
    • Yes - I have 1 or less years of experience working in Higher Education
    • No - I do not have experience working in Higher Education
  3. * Do you have experience with George Mason’s or another University’s internal programs and procedures?
    • Yes – I have experience with George Mason’s internal programs and procedures
    • Yes – I have experience with another University’s internal programs and procedures
    • No
  4. * Rate your Microsoft Office Suite (Word, Excel, Access, Powerpoint, and Outlook) knowledge:
    • Extensive knowledge of all 5 programs
    • Combination of extensive and basic knowledge
    • Basic knowledge of all 5 programs
    • No knowledge of Microsoft Office Suite

Supplemental Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. List of Professional References
Optional Documents