Administrative Assistant, Office of Student Affairs - George Mason University
Fairfax, VA
About the Job
Department: College of Public Health
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 College of Public Health (CPH) Office of Student Affairs (OSA) is responsible for enhancing and strengthening all aspects of the student experience in the College (pre-admission through graduation). The office is the primary physical space to welcome current and prospective students and other visitors to the college, and provides guidance and support to students through recruitment, admissions, advising, assessment, and student engagement.
About the Position:
The Administrative Assistant is responsible for ensuring that CPH students and visitors have a positive experience through consistent staffing, regular communication, and efficient processes at the front desk in the Office of Student Affairs. The Administrative Assistant ensures that prospective students, current students, and any other visitors are welcomed and provided with accurate information. The Administrative Assistant also manages the team of student workers in OSA and provides scheduling support to the Associate Dean and other CPH Student Affairs staff.
Responsibilities:
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 College of Public Health (CPH) Office of Student Affairs (OSA) is responsible for enhancing and strengthening all aspects of the student experience in the College (pre-admission through graduation). The office is the primary physical space to welcome current and prospective students and other visitors to the college, and provides guidance and support to students through recruitment, admissions, advising, assessment, and student engagement.
About the Position:
The Administrative Assistant is responsible for ensuring that CPH students and visitors have a positive experience through consistent staffing, regular communication, and efficient processes at the front desk in the Office of Student Affairs. The Administrative Assistant ensures that prospective students, current students, and any other visitors are welcomed and provided with accurate information. The Administrative Assistant also manages the team of student workers in OSA and provides scheduling support to the Associate Dean and other CPH Student Affairs staff.
Responsibilities:
- Manages Office of Student Affairs Front Desk/administrative operations;
- Maintains a regular schedule to ensure the office is open for business on time each morning, and closed properly at the end of each work day;
- Ensures students and visitors are greeted and directed to appropriate offices/individuals, in person and on phone;
- Provides first-level information on College programs, application instructions and deadlines, and responds to inquiries about academic actions;
- Refers inquiries to relevant staff members/offices when appropriate;
- Manages check-in technologies and processes for students visiting the office for advising;
- Ensures signage and materials at the front desk are organized, relevant, and up to date;
- Updates websites and signage to reflect current operating hours, advising schedules, and walk-in hours;
- Monitors CPHOSA@gmu.edu and CPH@gmu.edu generic email accounts, and responds or directs inquiries to the appropriate staff member(s);
- Onboards, trains and mentors student workers;
- Develops training program, manual, and other training resources for student staff working in the front office area;
- Creates a schedule for student workers to ensure coverage during all hours the office is open;
- Posts student positions on HireMason if/when positions are vacant, and screens applicants with input from OSA staff;
- Helps student employees to prioritize tasks from OSA and other units in the College;
- Provides regular feedback on performance and/or areas for further training;
- Maintains familiarity with University and College-level policies and procedures, the university catalog, academic calendars, university websites, and partner offices (e.g. CPH departments, the Registrar's Office, Student Accounts, Military Services, CAPS, Student Support and Advocacy Center, OIPS, Title X Coordinator, and campus police);
- Maintains database of academic actions processed through Student Affairs;
- Ensures electronic files are stored securely, and maintains confidentiality regarding student records;
- Assists Student Affairs Coordinator with processing forms and academic actions;
- Responds to inquiries from students/faculty/advisors about status of forms submitted;
- Produces regular reports (monthly and annually) on the volume and nature of forms processed through OSA, and identifies trends and efficiencies when applicable;
- Keeps academic action databases current so reports can be generated at the request of the Associate Dean for Student Affairs and/or other CPH staff;
- Performs purchasing and budget duties for the Office of Student Affairs;
- Completes relevant trainings including but not limited to eVA, university travel, and purchasing card;
- Purchases office supplies and items for events organized by the Office of Student Affairs;
- Anticipates purchasing expenses for each fiscal year with the Student Affairs Coordinator and Associate Dean for Student Affairs, and ensures OSA purchases are within budget;
- Manages c
Source : George Mason University