Administrative Assistant

Department: College of Science

Job Category: Classified Staff

Job Type: Full-Time

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

Location: Manassas / Sci-Tech

Telework Friendly: Yes

Pay Band: 03

Salary:  Salary commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

About the Department:

The Enlisted to Medical Degree Preparatory Program (EMDP2) is a two-year, full-time education program for enlisted members of the military. EMDP2 includes premedical coursework, Medical College Admissions Test (MCAT) preparation, clinical experience, mentoring, and pre-health advising. George Mason University provides the coursework, MCAT preparation courses, and pre-health advising. The George Mason University's Enlisted to Medical Degree Preparatory Program is located in Manassas, VA, at the Science and Technology Campus of the University.

George Mason University College of Science (Mason Science) is committed to advancing access, justice, equity, diversity, and inclusion (A-JEDI) throughout our STEM community, including within our hiring and retention practices. At Mason Science, our values include fostering an organizational culture that promotes anti-racism, belonging, respect, and civility. We believe that a diversity of opinions, cultures, and perspectives is what provides vibrancy, innovation and growth to an academic community. By prioritizing inclusive excellence in academics, teaching, research, and global engagement, we strive to attract a diverse pool of faculty and staff who exemplify the Mason Science mission and vision.

About the Position:

The main responsibility of the Administrative Assistant is to provide administrative support to the Director and the Program Coordinator of the Enlisted to Medical Degree Preparatory Program (EMDP2). The incumbent will be responsible for all administrative needs of EMDP2 students, including setting facilities work orders, telecommunications work orders, parking, providing key and electronic access authorizing agent for EMDP2 students, and scheduling meetings. Assisting with housing needs, tracking academic records, and processing expenditures are also part of the daily tasks.  

Responsibilities:

• Provides administrative support to the Director and Program Coordinator; 
• Works with students to compile the material requested by the Director and/or Program Coordinator;
• Works with undergraduate Admissions and graduate Admissions offices;
• Works with EMDP2 students to ensure they are compliant with all Mason requirements;
• Assists with the preparation of EMDP2 reports for the program’s stakeholders;
• Assists with travel planning;
• Processes direct expenditures such as travel, food and beverage, and check requests; and coordinates travel for external EMDP2 visitors;
• Processes honoraria and reimbursements including travel;
• Compiles, maintains, and regularly updates comprehensive database of EMDP2 performance metrics, including standardized test dates, scores, and planned retakes;
• Compiles EMDP2 students’ academic records at the end of every semester;
• Tracks tutoring and teaching assistant activities;
• Tracks and maintains records of all student absences;
• Receives and logs incoming letters of recommendation for each student;
• Tracks arrival of student transcripts;
• Coordinates housing needs of EMDP2 students with the Housing Office;
• Organizes files and other documents;
• Orders supplies for the teaching labs and for the EMDP2 office;
• Schedules appointments for premed activities; and
• Assists with events for EMDP2.

Required Qualifications:

• High school diploma or equivalent;
• Experience as an Administrative Assistant;
• Familiarity with, and significant experience using standard word processing, spreadsheets, databases, and Zoom;
• Detail-oriented with excellent organizational skills;
• Demonstrated communication and customer service skills;
• Ability to work under pressure;
• Ability to work well with others in a team environment;
• Ability to prioritize work;
• Ability to multitask;
• Excellent professional presentation, communication, customer service skills, and good judgment;
• Ability to provide timely response to requests and inquiries regarding the EMDP2 program; and
• Ability to work courteously and effectively with students and faculty.

Preferred Qualifications:

• Associate’s degree in a related field;
• Enthusiasm for working in higher education and a student-oriented environment;
• Prior experience working in a higher education environment; and
• Prior experience working on reports.

Instructions to Applicants: 

For full consideration, applicants must apply for the Administrative Assistant at https://jobs.gmu.edu/; complete and submit the online application; and provide 1) a cover letter, 2) resume, 3) list of three professional references with contact information, and 4) In 300 words or less, detail how your teaching, service, or research endeavors (choose one) has supported the success of students, faculty, or staff belonging to historically minoritized and marginalized populations. NOTE: Applicants who have not yet had an opportunity to engage in the example above should state how the responsibilities associated with the position they’re applying for will further Mason Science’s commitment to access, justice, equity, diversity, and inclusion (AJEDI) and Inclusive Excellence.

Posting Open Date: 10/30/2023

For Full Consideration, Apply by: 11/13/2023

Open Until Filled?:  Yes