Administrative Assistant

Position Function Statement:  

The Administrative Assistant is responsible for overseeing the front reception operations and administrative/clerical support for their assigned residential area.  The Administrative Assistant serves as the first person of contact and referral agent for parents, current residents and prospective residents at George Mason University.  In addition, the Administrative Assistant is responsible for serving as administrative/clerical support for the professional staff and area.

Supervisor: Housing Service Coordinator and/or Residence Life professional staff based on    assignment.

Minimum Qualifications: 

1) Extensive administrative support experience in a high traffic office environment. 
2) Excellent oral and written communication skills.
3) Proficiency with the Microsoft Office Suite, e-mail, and internet.
4) Excellent organizational and clerical skills.
5) Demonstrated ability to utilize, and learn, computer programs/applications.
6) Demonstrated ability to work autonomously and with others in a fast-paced, ever-changing environment.
7) Positive team player focused on customer service.

Desired Qualifications: College degree preferred and a minimum of one year work experience in a student housing facility. Familiarity with the BASIS Access control system.

RESPONSIBILITIES :  An administrative assistant at George Mason University fulfills three primary areas within the Office of Housing and Residence Life.  Responsibilities fall into the categories of Customer Service, Administrative/clerical, Other duties/special projects.

Customer Service

The Administrative Assistant is expected to:

a. Create a positive first impression of office by manner, tone, and interaction with students, parents, staff, and guests.
b. Actively support and comply with all University policies, OHRL regulations and departmental vision and goals.
c. Front line responsibility for greeting, screening direct (in-person) and telephone inquiries regarding office policy, area events, and procedures.  Refer inquiries as necessary; takes and forwards messages as necessary.
d. Within guidelines established by the University, Associate Director for Business Management, Business Operations Coordinator process deposits for the area.
e. Keep the front desk area neat, organized, and professional. 
f. Address resident, student, parent, or staff questions and concerns in an expedient manner.
g. Assist resident students with lock-outs by distributing keys or encoding cards via the BASIS system.
h. Call emergency maintenance requests and document appropriately for follow up.
i. Open/close the office.

Administrative/Clerical

The Administrative Assistant is expected to:

a.  In coordination with the Human Resources Coordinator and Business Operations Coordinator, input and monitor area purchase orders and P-card purchases and reconciliation.
b. Collaborate with the Human Resources Coordinator, Assistant Director for Residence Life, and the Facilities Supervisors to collect, input, and maintain semi-monthly timesheets into the BANNER system.
c. Maintain schedules and calendars for area professional staff, after-hour’s assistants, and area common rooms reservations.
d.  Assemble and distribute office documents and publications. 
e.  Serve as area secretary for professional staff within the assigned area.  Responsibilities include, but are not limited to, correspondence, maintaining files, screen/manage calls for professional staff.
f.  Maintain keys/cards for all buildings within the assigned area. 
g.   Prepare keys/cards for new arrivals and room changes.
h.  Audit Room Condition Reports and Rosters on a regular basis report inconsistencies to Housing Services Coordinator and area Residence Life staff.
i.   Coordinate and communicate with area student staff members that share desk responsibility for smooth, effective, and organized operation.
i. Assist in the organization and maintenance of confidential student files.
k. Complete and review Daily Activity Log and follow up on items as necessary.
l. Develop, communicate, and maintain systems and procedures for desk management.
m. Sort, screen, and distribute incoming mail.  Process outgoing mail following established postal and University regulations. 

Other Duties/Special Projects

The Administrative Assistant is expected to:

a. Assist with the opening/closing of residence halls for the Fall, Spring, and Summer semesters.  This may require weekends and after hours assistance.
b. Issue paperwork and process billing for lost keys (re-cores).
c. Oversee damage billing entry into the Residential Management System (RMS).
d. Maintain master key list, if applicable.
e. Maintain and update manuals and forms.
f.    Maintain equipment inventory and report any missing or broken items to Housing Services Coordinator and Residence Life staff.
g. Maintain area desk and desk bulletin boards for a welcoming environment.
h. Review and approve advertisements, per OHRL and University guidelines.
i. Conduct rounds and checks of physical space around desk. Report any maintenance issues or concerns and follow-up as needed.
j. Other duties as assigned by the director, associate directors or residence life staff.
k. Some evening and weekend work required.
l. Maintain office contact logs. This includes, but is not limited to, sign in sheets for the office and tracking calls into the office.
m. Adhere to Commonwealth and University guidelines regarding making purchases and financial transactions.

Compensation and Benefits:
• Opportunities for professional development locally, regionally, and nationally within University guidelines.
• Follow Commonwealth of Virginia guidelines for annual, sick and family/personal leave and 12 paid annual holidays.
• A comprehensive health and life insurance plan that includes medical, dental and vision.
• Defined benefit retirement plan with the Commonwealth of Virginia fully funded by Mason with vesting at 5 years of service.
• Tuition remission for up to 12 credits per year at Mason.

How to apply:
• Visit https://jobs.gmu.edu/applicants/jsp/shared/frameset/Frameset.jsp?time=1253656457821 to submit your cover letter, resume, and three references.
• For the complete Job Description, please visit:  http://housing.gmu.edu/employment/