Budget and Finance Administrative Assistant

Position Information

Position Information

Department Provost
Alternate Department Description
Criminal Background Check Financial 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 Budget and Finance Administrative Assistant
Job Type Full-Time
Position Number 02572z
Recruit Number Staff - 8490
Working Hours 8:30 - 5:00
Location Fairfax
Pay Band Payband 3
Salary $40,000-$45,000; commensurate with education and experience.
Web Announcement

Budget and Finance Administrative Assistant

The George Mason University, Office of the Provost, seeks qualified candidates for a 12-month full-time Budget and Finance Admin. Assistant. This position will provide administrative support to the Budget and Finance Manager and team and is a hands-on position requiring strong verbal and written communication skills, superior organizational skills, and the ability to follow University and State policies for ensuring payments are made in a timely fashion. Previous professional experience is preferred.


Reporting to the Budget and Finance Director, the Budget and Finance Admin Assistant will be responsible for being the first line of correspondence to the team and accountable for ensuring timely response and tracking for all correspondence with internal and external customers. The successful candidate will manage the Budget and Finance Team’s centralized e-mail account ensuring prompt responses from the team; set meetings for the team and ensure notes are taken as appropriate; compile/create monthly newsletter to keep Provost Office admins abreast of changes in policies and procedures; compile all back-up documentation for monthly reconciliation and Provost Office commitments necessitating budget and/or expense moves; maintain the Provost Office journal voucher (JV) list per standard operating procedures (SOPs) in place; Ensure shared files are organized and orderly for easy review; prepare and process various forms, payments and reports as assigned. Individual will work with complex University information systems, and serve as an end user for systems such as eVA, Sodexo, Travel, University Foundation and will help with training other end users on these systems. Communication with a variety of personnel throughout the University is required, and the incumbent will serve as a liaison for the Office of the Provost to faculty, staff, and students regarding all budgetary data and issues related to budget.

Required Qualifications:

  • Strong communication skills (written and verbal);
  • Superior interpersonal and organizational skills, flexible and detail-oriented;
  • Solid skills in office technology and procedures;
  • Advanced PC skills, including e-mail, data entry and word processing;
  • Ability to synthesize large amounts of data into small easily understood synopsis within text length constraints; and
  • Ability to maintain confidentiality.

Preferred Qualifications:

  • Intermediate experience working with Excel and Adobe; and
  • Experience working with University systems such as eVa, Travel and Foundation;
  • Microsoft Office skills in word processing, Excel etc.; and
  • Experience in a university administrative setting a plus.
Special Instructions to Applicants

For full consideration, applicants must apply for position number 02572z at http://jobs.gmu.edu/; please complete the on-line application and attach a cover letter, resume, list of 3 professional references with contact information and sample writing assignment (See Below).

Sample Writing Assignment

In this position we often are sent commitment details that have minimal information. It is our job to take those minimal details and convey messages to our counterparts in the units. Below is an example of what the Budget and Finance Manager, may send to the Provost Office Budget Team. Please create a mock email that conveys these details in a manner that is as clean and concise as possible and attach it with the other required documents for your application for this position.

Please let Mary Smith in the College of Technology know that they will receive 50k of support for position F8888z. This is a flat amount and doesn’t get fringe benefit included on top. It will be temporary support for FY18 and FY19 and will be considered for permanent support starting in FY20. To be considered for perm support they will need to write a memo to Provost and cc me outlining the current position salary; the 3 year trend for their enrollment in the Technology program; why the unit can’t fund this position fully on their own going forward. The date this perm request memo will be due is August 25, 2019.

For Full Consideration, Apply by: January 16, 2018
Posting Date 12/15/2017
Job Close Date
Open Until Filled? Yes
Telework Friendly? Yes
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 (*).

Supplemental Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. List of Professional References
  4. Other Doc (as specified in Special Instructions)
Optional Documents