Administrative Assistant to the CHO & Office Specialist

George Mason University - Fairfax, VA

Full-time - Entry Level

Fairfax, VA

101-250 employees

Educational Services

About the position

The Administrative Assistant to the Chief Housing Officer (CHO) & Office Specialist plays a crucial role in supporting the Housing and Residence Life (HRL) department at George Mason University. This position is responsible for providing comprehensive administrative support to the CHO, managing office operations, and ensuring efficient service delivery to on-campus students. The role involves a variety of tasks including clerical duties, financial management, and customer service, all aimed at enhancing the operational effectiveness of the HRL unit.

Responsibilities

• Assists in all matters related to the daily support for the Chief Housing Officer (CHO).
• Acknowledges, prioritizes, and responds to schedule requests and manages calendar for the CHO.
• Bi-annually updates the HRL manual, directory, and organization chart in collaboration with University Life Human Resources.
• Manages all-HRL and duty listservs and maintains Microsoft Teams folders with up-to-date departmental information.
• Assists in the research, preparation, and distribution of documents including meeting agendas and various reports for HRL.
• Works with the CHO to ensure necessary meetings are scheduled and meeting locations are properly reserved.
• Assists with special events and program planning as needed.
• Responds to inquiries including requests for departmental information and student/parent questions/concerns.
• Attends meetings with CHO to record and distribute necessary notes and follow-up.
• Manages semesterly all-staff meetings, creates presentation materials, and handles reservations.
• Acts as HRL's initial point of contact for campus partners.
• Manages and assists ad hoc departmental projects.
• Performs routine office management including managing HRL staff mail system and ordering office supplies.
• Coordinates the departmental parking pass process and tracks golf cart certification for staff.
• Provides support for HRL Front Desk Operations during peak times.
• Assists with staff onboarding activities and ensures a consistent onboarding experience.
• Orders business cards, name tags, and door name plates for staff.
• Maintains a HRL space-use plan that lists each office and its occupant.
• Cleans and prepares office spaces for new staff members.
• Creates and follows protocol to ensure consistency in office spaces.
• Prepares welcome packages for new staff.
• Serves as a liaison with the Associate Director for Housekeeping and Special Projects.
• Cleans, inventories, and removes items after a staff member vacates an office space.
• Ensures that office spaces are organized and welcoming to students and visitors.
• Coordinates with HRL business and accounting staff to ensure compliance and up-to-date financial records.
• Completes purchase orders and manages purchasing needs for the CHO and HRL staff.
• Responsible for making supply and program purchases using a university purchasing card.
• Reconciles monthly purchases and prepares travel authorizations for the CHO.
• Assists in P-Card reconciliation and other associated duties for the CHO.
• Tracks pet policy and live-on partner documentation with Residence Life.
• Works outside of normal business hours during peak times for special events.
• Supports and complies with all University policies and HRL regulations.
• Acts as essential personnel in emergencies and critical times.

Requirements

• High school diploma or equivalent combination of education and experience.
• 2+ years of experience as an administrative assistant or similar role.
• Demonstrated organizational, communication, and interpersonal skills.
• Proficiency with Microsoft Office Software package.
• Ability to exercise judgement and initiative while maintaining confidentiality.
• Ability to work collaboratively in a team-oriented, fast-paced environment.
• Demonstrated ability to utilize and learn computer programs/applications.

Nice-to-haves

• Bachelor's degree in related field.
• Prior experience within a higher education setting.
• Prior experience in Housing & Residence Life in a higher education setting.
• Knowledge of higher education, student affairs, and/or housing and residence life operations.

Benefits

• Salary beginning in the mid-50k's, commensurate with education and experience.
• Hybrid eligible workplace type.