Administrative Specialist, Alumni Relations - George Mason University
Fairfax, VA
About the Job
Department: Advancement and Alumni Relations
Classification: GMU Worker
Job Category: Part-Time / Hourly Wage
Job Type: Part-Time
Work Schedule: 30 hours per week
Location: Fairfax, VA
Workplace Type: Hybrid Eligible
Salary: Salary commensurate with education and experience
Criminal Background Check: Yes
About the Department:
The Office of Advancement and Alumni Relations division is a comprehensive development and alumni relations enterprise with a staff complement of approximately 135 FTE. Functional units within Advancement include development/fundraising, alumni relations, donor relations and stewardship, advancement communications, special events, gift processing, research, prospect management, gift planning, corporate and foundation relations, information systems and management, and infrastructure services.
Advancement and Alumni Relation's mission is to build strong, lifelong relationships with George Mason University's alumni and constituents, while matching their philanthropic interests with the university's aspirations and priorities. The division is committed to serving the needs of the university, our alumni, and the greater community by providing access to quality education and lifelong learning. Respect, service, integrity, collaboration, diversity, transparency, and creativity are the values that guide our work and culture.
About the Position:
This person has primary responsibility to provide administrative support to the AVP of Alumni Relations, as well as the Alumni Relations team. The Administrative Specialist is responsible for scheduling, conducting research, preparing agendas, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, answering and directing phone calls, distributing communications, arranging conference calls, making travel arrangements, and preparing reimbursements. This is a permanent part-time position with no expectation of transitioning to full-time.
Please Note: Due to the nature of the confidential information this position works with, current Mason students CAN NOT be considered for this position.
Responsibilities:
Required Qualifications:
Classification: GMU Worker
Job Category: Part-Time / Hourly Wage
Job Type: Part-Time
Work Schedule: 30 hours per week
Location: Fairfax, VA
Workplace Type: Hybrid Eligible
Salary: Salary commensurate with education and experience
Criminal Background Check: Yes
About the Department:
The Office of Advancement and Alumni Relations division is a comprehensive development and alumni relations enterprise with a staff complement of approximately 135 FTE. Functional units within Advancement include development/fundraising, alumni relations, donor relations and stewardship, advancement communications, special events, gift processing, research, prospect management, gift planning, corporate and foundation relations, information systems and management, and infrastructure services.
Advancement and Alumni Relation's mission is to build strong, lifelong relationships with George Mason University's alumni and constituents, while matching their philanthropic interests with the university's aspirations and priorities. The division is committed to serving the needs of the university, our alumni, and the greater community by providing access to quality education and lifelong learning. Respect, service, integrity, collaboration, diversity, transparency, and creativity are the values that guide our work and culture.
About the Position:
This person has primary responsibility to provide administrative support to the AVP of Alumni Relations, as well as the Alumni Relations team. The Administrative Specialist is responsible for scheduling, conducting research, preparing agendas, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, answering and directing phone calls, distributing communications, arranging conference calls, making travel arrangements, and preparing reimbursements. This is a permanent part-time position with no expectation of transitioning to full-time.
Please Note: Due to the nature of the confidential information this position works with, current Mason students CAN NOT be considered for this position.
Responsibilities:
- Manage complex calendars and time commitments and prioritize in alignment with AVP goals and strategies;
- Prepare team for upcoming engagements by organizing a daily agenda, follow-up and action items;
- Brief the Associate Vice President and Alumni Relations team regularly on inquiries and issues;
- Coordinate appointments and meetings with alumni, direct reports, donors, trustees, faculty, and others both inside and outside the University community;
- Confirms meeting times and participation daily;
- Arranges meetings, coordinating space, equipment, catering, and room setup according to program/meeting requirements;
- Proactively initiatives outreach for and prepares meeting materials and prep documents;
- Coordinate and arrange event registration and travel details, including flights, trains, hotels, registration, and car rentals;
- File, prepare and process reconciliations, expense reports and reimbursements;
- Maintain gift inventory and prepare swag-/gift boxes, as instructed;
- Prepare outgoing mail, order and assist in maintaining the Associate Vice President's office supply inventory;
- Prepare correspondence, reports, forms, power-point and presentation slide decks, and other documents in support or requested of the Alumni Relations team or Associate Vice President's activities or as directed by the Associate Vice President;
- Support the Alumni Relations team with project management and tracking of initiatives;
- Assist in preparing and maintaining master events calendar;
- Ensure follow through of projects and provide reminders according to deadlines; and
- Other duties as assigned within the scope of the role.
Required Qualifications:
- Ability to manage a senior executive's calendar, including coordinating with others as needed and issuing reminders and prioritizing requests for the executive's available time;
- Ability to manage multiple competing deadlines;
- Excellent writing and communication ski
Source : George Mason University