Administrative Assistant, Office of Student Affairs

George Mason University • Fairfax, VA

417d • Hybrid

About The Position

The Administrative Assistant in the College of Public Health's Office of Student Affairs is responsible for ensuring a positive experience for students and visitors. This role involves managing front desk operations, providing accurate information, and supporting the Associate Dean and staff with scheduling and administrative tasks. The position also includes overseeing student workers and maintaining efficient office processes.

Requirements

• High school diploma or equivalent.
• Experience in a service-oriented office setting.
• Excellent verbal and written communication skills.
• Detail-oriented.
• Ability to maintain confidentiality.
• Proficient in Microsoft Office suite (Outlook, Excel, Word, and PowerPoint).
• Ability to prioritize multiple tasks and manage deadlines.
• Ability to work in a diverse and inclusive environment.
• Ability to work collaboratively and independently.

Nice To Haves

• Bachelor's degree in related field.
• Experience working with undergraduate students.
• Experience ordering supplies and reconciling expenses.
• Budget management and/or accounting experience.
• Proficiency in student information and scheduling systems including, but not limited to EAB Navigate, Salesforce, Banner, Microstrategy, and DegreeWorks.

Responsibilities

• Manages Office of Student Affairs Front Desk/administrative operations.
• Maintains a regular schedule to ensure the office is open for business on time each morning, and closed properly at the end of each work day.
• Ensures students and visitors are greeted and directed to appropriate offices/individuals, in person and on phone.
• Provides first-level information on College programs, application instructions and deadlines, and responds to inquiries about academic actions.
• Refers inquiries to relevant staff members/offices when appropriate.
• Manages check-in technologies and processes for students visiting the office for advising.
• Ensures signage and materials at the front desk are organized, relevant, and up to date.
• Updates websites and signage to reflect current operating hours, advising schedules, and walk-in hours.
• Monitors [email protected] and [email protected] generic email accounts, and responds or directs inquiries to the appropriate staff member(s).
• Onboards, trains and mentors student workers.
• Develops training program, manual, and other training resources for student staff working in the front office area.
• Creates a schedule for student workers to ensure coverage during all hours the office is open.
• Posts student positions on HireMason if/when positions are vacant, and screens applicants with input from OSA staff.
• Helps student employees to prioritize tasks from OSA and other units in the College.
• Provides regular feedback on performance and/or areas for further training.
• Maintains familiarity with University and College-level policies and procedures, the university catalog, academic calendars, university websites, and partner offices.
• Maintains database of academic actions processed through Student Affairs.
• Ensures electronic files are stored securely, and maintains confidentiality regarding student records.
• Assists Student Affairs Coordinator with processing forms and academic actions.
• Responds to inquiries from students/faculty/advisors about status of forms submitted.
• Produces regular reports (monthly and annually) on the volume and nature of forms processed through OSA, and identifies trends and efficiencies when applicable.
• Keeps academic action databases current so reports can be generated at the request of the Associate Dean for Student Affairs and/or other CPH staff.
• Performs purchasing and budget duties for the Office of Student Affairs.
• Completes relevant trainings including but not limited to eVA, university travel, and purchasing card.
• Purchases office supplies and items for events organized by the Office of Student Affairs.
• Anticipates purchasing expenses for each fiscal year with the Student Affairs Coordinator and Associate Dean for Student Affairs, and ensures OSA purchases are within budget.
• Manages calendar and scheduling for the Associate Dean for Student Affairs and other Student Affairs staff.
• Assists students and other stakeholders with scheduling appointments with Academic Advisors and other Student Affairs staff.
• Sends appointment reminders/confirmations to students before their advising meetings.
• Schedules all-staff meetings and team meetings for functional areas within OSA.
• Assists the Associate Dean for Student Affairs with scheduling individual and/or group meetings.
• Manages logistics for CPH events, including Student Awards Ceremony and Degree celebration.
• Reserves spaces, including conference rooms, event spaces in Peterson Hall, and University spaces on 25Live.
• Creates and manages event invitations and publicity in collaboration with event organizer(s) and CPH Marketing & Communications team.
• Coordinates event set-up and volunteers for OSA-sponsored events.
• Assists with events or initiatives for the College and/or other units.
• Supports colleagues in OSA with events, data, or scheduling.
• Assists with new or special projects.
• Performs other related duties as assigned.

Benefits

• Salary commensurate with education and experience.
• Hybrid work schedule eligibility.

What This Job Offers

• Job Type: Full-time
• Industry: Educational Services
• Education Level: High school or GED