Administrative Specialist, Alumni Relations

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:

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. 

Please Note: Due to the nature of the confidential information this position works with, current Mason students CAN NOT be considered for this position.

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 skills;  
• Experience working in a high-volume, fast-paced office; 
• Ability to perform duties under limited supervision and limited time frame;  
• Demonstrated problem solving abilities; 
• Solid computer skills, including Microsoft Office Suite; 
• Demonstrate outstanding oral, written, and interpersonal skills;  
• Work collaboratively within a team, while also taking initiative when needed; 
• Ability to interact with high-level executives; 
• Demonstrated, detail-oriented clerical skills; and 
• Ability to multi-task, prioritize work, and meet deadlines. 

Preferred Qualifications:

• Outstanding customer service skills demonstrated by the ability to interact effectively with administrators, faculty, and staff as well as partners outside of the University;
• Knowledge of project management systems; and 
• Ability to learn new software. 

Instructions to Applicants: 

For full consideration, applicants must apply for Administrative Specialist, Alumni Relations at https://jobs.gmu.edu/. 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: November 26, 2024

Posting Close Date: December 11, 2024

Open Until Filled:  No