Administrative Coordinator for the Office of the Provost

Department: Academic Administration

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time

Work Schedule: 20-25 hours per week

Location: Fairfax, VA

Workplace Type: On Site Required

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Position:

The Administrative Coordinator will provide administrative and calendaring support to the Office of the Provost, including maintaining schedules for 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 adhoc meetings for the team that require making arrangements for virtual and hybrid meetings, assisting with agenda management, meeting transcription and note organization, assisting the team with file management, tracking internal assignments, and communicating to customers in a timely manner with status updates on their requests.  This position will serve as a receptionist and have working hours between 12-5pm.

Responsibilities:

Scheduling Support:

Works closely with the Academic Administration team leaders to manage calendars and daily schedules; proactively resolving calendaring conflicts before they arise; responding to internal and external calendaring requests; and providing requested materials to meeting constituents. Ensuring effective communication and providing 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, attending meetings as requested to serve as note taker and provide summary notes to attendees highlighting action items.  Assists with file management for the team and ensures internal standards are met and followed.  Assists 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. Coordinates 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;
• Ability to schedule and adjust meetings, calls, events, and travel while being mindful of urgency, priority, and ever-changing schedules.  Requires high attention to detail to resolve calendar conflicts before they arise;
• Experience in a fast-paced executive office and demonstrated customer service experience. 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 work under pressure accomplishing multiple tasks with congruent deadlines; handling confidential issues; working well with others in an in-person and virtual team environment; and must have a professional demeanor;
• Ability to organize files electronically; and
• Demonstrated ability to organize vast amounts of information into synthesized notes and action plans.

Preferred Qualifications:

• Experience providing administrative support to a team.

Instructions to Applicants: 

For full consideration, applicants must apply for the Administrative Coordinator 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.

Posting Open Date:  April 1, 2024

For Full Consideration, Apply by:  April 15, 2024

Open Until Filled?:  Yes