Administrative Coordinator

Commonwealth of VA Careers; Virginia; On-site; USD 25,000 - 39,000; Part time

Job summary

George Mason University, located at Fairfax, VA, seeks an Administrative Coordinator for the Office of the Provost. The role provides calendaring support, note-taking, and general administrative duties, serving as an in-person receptionist for a hybrid, on-site environment.

Responsibilities include managing calendars, preparing meeting materials, tracking assignments, and ensuring timely status updates to internal and external customers. A bachelor’s degree or equivalent is required.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience in a fast-paced executive office and customer service required.
• Demonstrated computer skills with Microsoft Office suite.
• Strong writing and communication skills.

Responsibilities

• Schedule and manage calendars for Academic Administration team; resolve conflicts proactively.
• Provide note-taking and summary notes from meetings; track action items.
• Assist with file management and project tracking; ensure timely status updates to customers.
• Coordinate with Provost Office to maintain regular customer communications on requests.

Skills

Customer service

Calendar management

Note taking

Written communication

Organizational skills

Confidential handling

Team collaboration

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Job description

Department: Academic Administration, Office of the Provost

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time

Work Schedule: 20-25 hours/week

Location: Fairfax, VA

Workplace Type: On Site Required

Sponsorship Eligibility: Not eligible for visa sponsorship

Hourly Rate: Commensurate with experience

Criminal Background Check: Yes

About the Department:

The Office of the Provost provides leadership, management, and guidance to support and achieve the academic mission for George Mason University. The various colleges, schools, and institutes rely on this office for constant programmatic support; planning assistance; policy expertise; and exceptional customer service. In addition, the Office of the Provost plays a crucial and high-profile role with the University’s governing board and the Board of Visitors. This team is integral in the development, planning, and implementation of academic initiatives and policy that provides critical personnel support for the faculty and central support to the units that connects the Office of the Provost with Mason’s academic, administrative, and local communities.

About the Position:

The Administrative Coordinator will provide administrative and calendaring support to the Office of the Provost, including maintaining schedules for the members of the Academic Administration team. This position will support a variety of office functions for the Office of the Provost, including, but not limited to, managing calendars, assisting with coordination of standing and ad hoc meetings for the team that require making arrangements for virtual and hybrid meetings, assisting with agenda management, meeting transcription and note organization, and assisting the team with file management and tracking internal assignments and communicate to customers in a timely manner with status updates on their requests. This position will serve as an in-person receptionist.

Responsibilities:

Scheduling Support:

• Works closely with the Academic Administration Team leaders to:
  • Manage calendars and daily schedules;
  • Proactively resolve calendaring conflicts before they arise;
  • Respond to internal and external calendaring requests;
  • Provide requested materials to meeting constituents; and
• Ensures effective communication and provides excellent customer service in a calm professional manner to all key customer groups, including, but not limited to, The Office of the Provost, Office of the Senior Vice President, members of the Provost’s Senior Staff, Chief Business Officers, colleagues, and co-workers.

Administrative Support:

• Provides general administrative support to the Provost Office Academic Administration team including, but not limited to:
  • Attend meetings as requested to serve as note taker and provide summary notes to attendees highlighting action items;
  • Assist with file management for the team ensuring internal standards are met and followed;
  • Assist with assignment management and tracking for the team ensuring proactive follow-up occurs with internal project tracking systems and updating the tracker as information is discovered; and
  • Coordinate with the Provost Office to ensure customers are being communicated with regularly on the status of their requests.

Required Qualifications:

• Bachelor’s degree or equivalent combination of education and experience;
• Experience in a fast-paced executive office and demonstrated customer service experience required. Demonstrated qualification to successfully work and communicate with a diverse internal and external community in a professional manner;
• Extensive knowledge of professional office procedures;
• Demonstrated computer skills to include Microsoft Office suite;
• Demonstrated writing and communication skills;
• Ability to schedule and adjust meetings, calls, events, and travel while mindful of urgency, priority, and ever-changing schedules; Requires high attention to detail to resolve calendar conflicts before they arise;
• Demonstrated ability to organize vast amounts of information into synthesized notes and action plans;
• Ability to work under pressure accomplishing multiple tasks with congruent deadlines;
• Ability to work well with others in an in-person and virtual team environment;
• Ability to handle confidential issues;
• Ability to organize files electronically; and
• Must have a professional demeanor.

Preferred Qualifications:

• Experience providing administrative support to a team.