Administrative Project Coordinator

Commonwealth of VA Careers; Virginia; On-site; USD 70,000 - 100,000; Full time

Job summary

George Mason University is seeking a senior-level administrative coordinator for the President’s Office in Fairfax, VA. You will manage complex calendars, coordinate travel, and support presidential activities and board engagements.

The role requires excellent communication, confidentiality, and the ability to operate in a fast-paced environment, with limited telework and on-site requirements. A high school diploma is required; a bachelor’s degree is preferred.

Qualifications

• High school diploma or equivalent.
• Experience providing senior-level administrative support in dynamic environments.
• Ability to communicate with a diverse internal and external community.
• Proficiency with Microsoft Office and electronic calendaring.
• Travel planning and reimbursement processes experience.

Responsibilities

• Provide scheduling and project support to the President's Office, including the Executive VP and Chief of Staff.
• Coordinate travel (domestic and international) and reimbursements using approved portals.
• Serve as meeting clerk for Board of Visitors events and coordinate committee meetings.
• Assist with budget processes, reports, requisitions, and Purchasing/Fiscal Services coordination.
• Support governance processes and correspondence for university leadership.

Skills

Executive support

Calendar management

Travel coordination

Budget coordination

MS Office proficiency

Education

High school diploma

Bachelor's degree preferred

Tools

Mason Finance Gateway

Emburse/Chrome River

Budget software

Job description

Department: Executive Administration

Classification: Gen Admin Supv 1/Coord 1

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: On Site Required, Limited supervisor-approved telework

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

To create a professional and positive image of George Mason University promoting the goals, mission, and objectives of the university to a highly diverse internal and external community.

About the Position:

This position provides senior-level administrative coordination and support as a key member of the President’s Office. This role ensures the efficient management of administrative processes across multiple functional areas, adhering to established policies and procedures. This position represents the President’s Office in a professional manner while operating in a team-oriented environment, performing work efficiently in an active, priority-changing environment.

Responsibilities:

• Serves as a member of the President's Office team providing scheduling and project support to the Executive Vice President and Chief of Staff, inclusive of the Special Assistant to the position;
• Support includes detailed scheduling and time management, along with participation in special projects, presidential events, and cross-training of office processes and procedures, to include additional support and collaboration with the Presidential Scheduler to provide support in a variety of areas and maintain continuity;
• Engages as primary administrative project partner to the Board of Visitors Secretary pro tem with associated responsibility to fully engage in the role. This involvement includes all aspects of coordination for full board, committee, and/or special meetings, including serving as the meeting clerk in the absence of the Secretary pro tem, along with annual events, with familiarity of the BoardEffect portal;
• Provides additional support for presidential activities (internal, external, State and Federal Government) related to Board of Visitors engagement and processes;
• Responsible for the completion and follow-through of all travel (domestic and international) for members of the President's Office team, including travel planning and pre-approval submissions adhering to necessary guidelines for domestic and international travel and proper follow-through on necessary reimbursements and associated paperwork. All travel requirements are completed using the Gateway system and adhering to relevant Commonwealth and university travel guidelines;
• Assists and collaborates with the completion of various reports and associated follow through with all budget-related matters in the Office of the President. These processes include monthly reconciliation of budgets, completion of purchase requisitions, contract processing, and engaging with Purchasing and Fiscal Services to ensure all steps are accomplished within Commonwealth and university guidelines;
• Assists with all aspects of the Statement of Economic Interest and Conflict of Interest waiver process including the routine updates of respective lists and tasks associated with the annual filing period;
• Participates as an engaged member of the President's Office team to include involvement in special projects, presidential events and cross-training of office processes and procedures;
• Assists with managing office visitors and inquiries;
• Serves as secondary contact for issues directed to the President's Office by students, parents and other constituencies;
• Ensures efficient, effective and timely follow through to resolve issues; and
• Engages in the presidential correspondence process which includes the volume associated with the offices of Advancement, Government Relations, Human Resources and other university units.

Required Qualifications:

• A high school diploma or equivalent;
• Experience providing senior-level administrative support in academic or corporate environments, successfully performing in dynamic, high-demand roles;
• Demonstrated qualifications to successfully work and communicate with a diverse internal and external community;
• Ability to work in a fast-paced, team-oriented environment;
• High-level computer skills with Microsoft programs (Word, Outlook, Excel, Teams, and PowerPoint), electronic calendaring, Zoom, travel & reimbursement portal (Mason Finance Gateway – Emburse/Chrome River), web research and budget software; and
• Demonstrated interpersonal and organizational skills; effectively communicate verbally and in writing using tact, diplomacy and confidentiality in a highly visible office.

Preferred Qualifications:

• Bachelor’sdegree or equivalent combination of education and experience;
• Prior administrative project coordination and experience within a higher education or university setting; and
• Strong working knowledge of university procedures, programs and policies is beneficial.