Executive Administrative Assistant Job at George Mason University in Fairfax
George Mason University, Fairfax, VA, United States
Executive Administrative Assistant
Department: Col of Engineering and Computing
Classification: Admin Office Specialist 3
Job Category: Classified Staff
Job Type: Full-Time
Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)
Location: Fairfax, VA
Workplace Type: Hybrid Eligible
Pay Band: 03
Salary: Salary commensurate with education and experience
Criminal Background Check: Yes
About the Department:
The Dean's Office is the lead executive office for the College of Engineering and Computing (CEC). The College's central goals and strategies are developed within the office, and it serves as the primary conduit between the College and other executive-level offices within the University and with the departments, programs, and centers within the College.
About the Position:
The Executive Administrative Assistant will provide executive-level administrative support to the Office of the Dean. This position reports to the Administration and Strategic Projects Manager but will primarily support the Associate Dean for Research (ADR) and Chief AI Officer/Associate Dean for Artificial Intelligence (ADAI).
- Scheduling of the ADR and ADAI's calendars (within limits) can be done without prior approval.
- Scheduling and planning of yearly calendar events; dissemination of information to appropriate source to handle and/or address requires ADR, ADAI and/or supervisor input.
- Applies knowledge of office/business/academic practices and procedures. Expected to handle daily and routine tasks independently and accurately.
- Incumbent is a member of the larger Dean's Office administrative team and is expected to backup others as needed.
- Meetings often take place on other Mason campuses and throughout the DC Metro area. Incumbent is expected to schedule and support these meetings, including attendance as directed.
- Some meetings and events may take place outside of normal business hours, when requested incumbent is expected to attend.
Please note, this is not a 100% remote/virtual position, but is telework friendly. Depending upon your department/office, you may have the ability to telework 1-3 days per week.
Responsibilities:
Meeting Coordination and Calendar Management:
- Effectively manage primaries' calendars, including coordinating with internal and external constituents.
- Prioritize requests and brief primaries regularly on inquiries and issues.
- At the direction of the primary and/or supervisor, coordinate meetings for internal and external guests. This may include coordination with CEC departments and other units throughout the University.
- Issue meeting invitations, prepare agendas, reserve rooms, catering, A/V, and other logistics.
- Attend meetings as requested to take notes and record action items.
Project Coordination:
- Identify and track action items on behalf of primaries.
- Issue reminders related to assigned tasks and priorities.
- Attend meetings, take notes, and prioritize action items.
- Prepare and provide requested materials to internal and external audiences, working closely with colleagues across the University.
- Update College's research portfolio tracking document.
- Conduct research, as needed, related to issues of strategic importance for the CEC Dean's Office.
Travel Coordination:
- Manage travel arrangements, including flights, hotels, conference registration, car rentals, read-ahead materials, and other aspects of executive travel for primaries and other members of the Dean's Office team.
- Coordinate and book travel for external CEC visitors.
- Perform visual compliance screenings for all Dean's Office international travel and visiting guests.
- Process travel reimbursements promptly upon traveler's return.
Dean's Office Administrative Support:
- Serve as the telecom coordinator for the Dean's Office and Chief Business Officer's team.
- Stay abreast of telecom updates, policies, and procedures, and serve as the main point of contact for departmental coordinator questions.
- Serve as a P-card holder for the Dean's Office, ordering supplies and other items as needed.
- At the direction of the supervisor, provides administrative support and meeting/event coordination for other members of the Dean's Senior Staff.
- Other duties as assigned.
Required Qualifications:
- High school diploma or equivalent;
- Prior experience working for an executive;
- Experience managing calendars and scheduling;
- Experience resolving problems quickly and efficiently;
- Experience maintaining productivity while working independently;
- Excellent organizational and project management skills;
- Excellent written and oral communication;
- Skill in operating applicable office equipment and software, including Office365;
- Outstanding customer service orientation;
- Ability to work both as a team member and independently;
- Ability to multi-task and remain calm under pressure;
- Ability to effectively and efficiently resolve problems with minimal direction; and
- Ability to use the internet and library resources for research and references.
Preferred Qualifications:
- Bachelor's degree in related field;
- Significant related experience;
- Prior experience working in higher education; and
- Experience with eVA and MicroStrategy.
Instructions to Applicants:
For full consideration, applicants must apply for Executive Administrative Assistant at https://jobs.gmu.edu/; complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume. Full consideration will apply to applicants who submit their completed application by November 8, 2024, however, review of applications will continue until the position is filled.
Posting Open Date: October 18, 2024
For Full Consideration, Apply by: November 8, 2024
Open Until Filled: Yes
A Force for Innovation in the Heart of Northern Virginia's Technology Corridor
About the College
The College of Engineering and Computing (CEC) at George Mason University is a fast-growing force for innovation in research and education. Ranked nationally in the top 100 in both undergraduate and graduate education, the CEC enrolled a record high of 10,933 students in fall 2023. The college has 34 undergraduate, master's, and doctoral degree programs including several first-in-the-nation offerings. Of its 320 full-time faculty, 93 are tenured, 77 are tenure-track, 90 are term faculty, and 60 are research faculty. As part of a nationally ranked research university, CEC research teams expended $65 million in sponsored research awards in the past year and had projects with over $119 million in current and anticipated awards. The college stands out for its leading research in areas such as artificial intelligence, data analytics engineering, cybersecurity engineering, biomedical imaging and devices, healthcare, autonomous systems, 5G/Next G communications, systems architecture, computational biomedicine, advanced materials and manufacturing, sustainable infrastructure, and more. The college encourages and supports multidisciplinary research and provides ample opportunity for faculty to work with other disciplines.
About the University and the Region
George Mason University is the largest and most diverse public research university in Virginia, with an enrollment of more than 40,000 students studying in over 200 degree programs. Mason is an innovative, entrepreneurial institution with national distinction in a range of academic fields. It was classified as an R1 research institution in 2016 by the Carnegie Classifications of Institutes of Higher Education. The university has campuses in Fairfax, Arlington, and Prince William County. Its proximity to Washington, D.C. provides unmatched geographical access to federal agencies and national laboratories. Northern Virginia is also home to one of the largest concentrations of high-tech firms in the nation, providing excellent opportunities for interaction with industry. The region is consistently rated as being among the best places to live in the country and has an outstanding local public school system.
About the Future
In conjunction with Amazon's decision to establish a second headquarters in Northern Virginia, the Commonwealth of Virginia announced a multi-year plan to invest in the growth of degree programs in computing. As a result, Mason has committed to accelerate its plans to grow its capacity in computing and high-tech fields. Among the university's exciting initiatives are the launch of the Institute for Digital Innovation-a university think tank and incubator to serve the digital economy-and the expansion of Mason Square, home to its Arlington facilities. In 2025, Fuse, a new 355,000 square foot building, will open to students, faculty, and research teams. This net-zero facility will house the Institute for Digital Innovation, state-of the-art classrooms, labs, and collaborative spaces. It will also include retail space, and leasing opportunities for local businesses. These initiatives reflect hundreds of millions of dollars in new investment by Mason that will rapidly elevate the university's already leading national position in computing and related areas.