Administrative and Program Coordinator

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Department: University Life

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Location: Fairfax, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary range starting in the low $50k's; commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Office of University Life Central, located in Student Union Building I, brings together the Associate and Assistant Vice Presidents, Associate Deans, and other division level personnel who provide leadership and support for the various units within University Life and for division level initiatives. University Life is committed to student growth and success in everything students do. University Life provides services and resources to help students succeed and offers activities that instill a sense of belonging and Mason pride.

About the Position:

The Administrative and Program Coordinator provides administrative, project, and program support to the office of University Life Central. This position provides primary support for at least two high level leadership roles. The position manages University Life Central administration office operations, project coordination and management, calendaring and scheduling, and intra- and inter-office communications. The UL Central office includes associate/assistant VPs, associate deans, and divisional directors, all needing various levels of project, program and administrative support. The position assures appropriate action is taken to complete project and administrative tasks, coordination with small and large-scale projects, and program support for leadership and the division. All tasks are expected to be managed promptly with attention to quality customer service, a strong commitment to confidentiality, and in accordance with university and office policies and procedures. This position manages multiple projects and tasks of various focus and urgency with exceptional organization and professional management.

Responsibilities:

Office Operations

• Oversees the daily operations and security/safety of the University Life Central Administration Office, makes decisions without prior approval in accordance with mission, purpose, policies, and guidelines;
• Works collaboratively with the Office Manager and Office Assistant(s) to contribute to the overall management of office projects and presents issues or recommendations from UL Central office staff;
• Manages routine office tasks, provides information and referrals to visitors, prepares routine correspondence, maintains adequate supplies for the suite, and processes purchases;
• Manages the SUB I UL conference room reservation process, including reservation confirmations, communication, room management, etc.;
• Manages mail and mailings, submits work orders for ITS, submits work requests to facilities; and
• Serves as the primary coordinator and contact for Student Union Building I University Life conference rooms and spaces.

Administrative Support

• Provides administrative support for University Life Central faculty and staff members, including at least two high-level leaderships;
• Administrative support includes, but is not limited to, scheduling meetings, managing calendars, arranging travel, organizing information/documents for meetings, preparing Word, Excel, and/or PowerPoint documents, arranging conference rooms, preparing routine correspondence, and assisting with other special projects and requests in support of University Life programs, services, and events. Processes reimbursements, travel requests, and conference registration as needed; and
• Reviews and prioritizes administrative and clerical tasks and projects, taking appropriate action including working collaboratively with UL Central administrative support team to manage all project components.

Project Coordination & Program Support

• Provides ongoing leadership and management within the University Life's process for Entertainment and Student Services Contracts;
• Coordinates and manages logistics for programs sponsored by University Life leadership;
• Provides assistance and contributes to small and large-scale project planning and other special projects in support of University Life Programs, services, events, and initiatives;
• Coordinates catering requests for various program and office needs; and
• Assists with emerging or other special projects and/or programs in support of University Life programs, services, events, and initiatives, as needed.

Unit Service

• Participates in UL Administrative Professionals Network;
• Supports UL Human Resources by assisting with posting positions and coordinating searches;
• Attends all required University Life divisional events;
• Serves on committees as needed for University Life;
• Serves as back-up to other units, as necessary; and
• Other duties as assigned, relevant to position function.

Required Qualifications:

• High school diploma or equivalent;
• Experience in communicating and handling difficult situations;
• Experience in customer service;
• Experience with completing requests and projects from multiple people in a timely manner;
• Experience in assisting event coordination;
• Experience with engaging, supporting and interacting with individuals;
• Experience working independently;
• Experience with Microsoft Office Suite, Teams, and Zoom, or other relevant office management systems i.e. Google office suite, etc.;
• Customer service and diplomacy skills;
• Effective written and oral communication skills;
• Ability to handle confidential issues and sensitive information;
• Attention to detail and organization skills;
• Demonstrated skill in identifying and problem solving skills;
• Ability to work both independently and with other team members;
• Ability to work in a wide range of constituencies in a diverse community; and
• Proficiency in Microsoft Office Suite and basic computer skills.

Preferred Qualifications

• Bachelor's degree in related field;
• Experience working in a higher education environment;
• Experience in an administration support role;
• Knowledge of University policies and procedures; and
• Knowledge of University systems (Purchase Card, eVA, Banner, etc.).

Instructions to Applicants:

For full consideration, applicants must apply for Administrative and Program Coordinator at Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date: October 22, 2024

For Full Consideration, Apply by: November 5, 2024

Open Until Filled: Yes

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer