Administrative Assistant - George Mason University
Fairfax, VA
About the Job
Department: University Counsel
Classification: Admin Office Specialist 3
Job Category: Classified Staff
Job Type: Full-Time
Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)
Location: Fairfax, VA
Workplace Type: Hybrid Eligible
Pay Band: 03
Salary: Salary commensurate with education and experience
Criminal Background Check: Yes
About the Department:
The mission of the Office of University Counsel is to provide timely, reliable, and excellent legal services to George Mason University and its officers, agents and employees who are responsible for the operation, instruction, research and administration of the University.
About the Position:
The Administrative Assistant office professional provides support to the lawyers and legal staff to ensure the smooth operation of the office. The position responsibilities include a combination of administrative and clerical skills tailored to the legal environment. The Administrative Assistant performs a wide range of duties that includes without limitation, overseeing the operations of the office, direct interaction or communication with clients, scheduling meetings and calendar management, making travel plans, handling billing, reconciliation of budgets and other financial tasks, supply management, and organizing and maintaining physical and electronic filing systems.
Responsibilities:
Administrative
Classification: Admin Office Specialist 3
Job Category: Classified Staff
Job Type: Full-Time
Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)
Location: Fairfax, VA
Workplace Type: Hybrid Eligible
Pay Band: 03
Salary: Salary commensurate with education and experience
Criminal Background Check: Yes
About the Department:
The mission of the Office of University Counsel is to provide timely, reliable, and excellent legal services to George Mason University and its officers, agents and employees who are responsible for the operation, instruction, research and administration of the University.
About the Position:
The Administrative Assistant office professional provides support to the lawyers and legal staff to ensure the smooth operation of the office. The position responsibilities include a combination of administrative and clerical skills tailored to the legal environment. The Administrative Assistant performs a wide range of duties that includes without limitation, overseeing the operations of the office, direct interaction or communication with clients, scheduling meetings and calendar management, making travel plans, handling billing, reconciliation of budgets and other financial tasks, supply management, and organizing and maintaining physical and electronic filing systems.
Responsibilities:
Administrative
- Serves as the primary office administrator maintaining the organization of the office and prioritizing workload as necessary;
- Receives, screens and redirects incoming telephone calls to the legal office, prioritizing with regard to sensitivity of cases and maintaining confidentiality of information;
- Receives, screens, and directs visitors to the conference room or appropriate office for scheduled or unscheduled meetings;
- Coordinates University Counsel's and staff attorney's business affairs within the University community and with external offices;
- Maintains University Counsel's and staff attorney's calendars and prepares any necessary documentation and materials for meetings;
- Oversees coordination of travel arrangements and completes related reimbursement transactions for department as needed;
- Takes inventory and purchase supplies for the department as needed;
- Submits and approves purchase requisitions and maintains and reconciles purchase credit card statement;
- Reconciles Banner financial activity for department budget according to Policy 2114 to verify that all charges and credits are appropriate;
- Serves as the department liaison with internal and external offices including without limitation Human Resources, Telecom Admin, Equipment Inventory, Facilities, Mail Services, UPS, and court reporting agencies taking care of office administrative matters including but not limited to: Banner EPAF process, reconciling monthly phone bill, entering work orders, handling incoming and outgoing mail, shipping, etc.; and
- Assists in reviewing and evaluating all work-study student applications for hiring; supervises and manages work study student's workload to ensure optimal student work product.
- Assists University Counsel, attorneys, and staff in all legal matters, prioritizing workload as necessary;
- Coordinates and processes all outside counsel billing including working with the Office of the Attorney General and University departments in preparing requests for engagement, payment approvals, processing payments, maintaining accurate records of all transactions and budgets, and use of the Legal Tracker application;
- Coordinates and communicates with outside counsels for legal and financial matters, as needed; and
- Serves as a liaison to the Office of the Attorney General handling any communication or coordination between offices.
- Oversees the Delegation of Signature authority process in accordance with University Policy 1147, which outlines the authority and responsibilities of employees designated as University Authorized Officers or Signatories with regard to executing and reviewing contracts on behalf of the University;
- Drafts and prepares DSA letters for authorized officers and signatories, adding, removing and updating recipients as necessary;
- Maintains database of DSA recipients (authorize
Source : George Mason University