Part-Time Administrative Assistant

George Mason University•Fairfax, VA

26d•$23•Onsite

About The Position

The Administrative Assistant for ABS is a part-time position, typically 20-29 hours per week, providing support for the Office Manager and department staff. The Part-Time Administrative Assistant will be responsible for a variety of clerical and technical tasks that ensure efficient day-to-day operations within the department. The role requires excellent organizational skills, attention to detail, and a strong customer service orientation. The ideal candidate will have excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.

Requirements

Associate’s degree in related field or the equivalent combination of education and experience;
At least two years of experience providing administrative or office support, particularly in a university or similar setting;
Demonstrated experience supporting executive-level scheduling, supply and facilities requests, and basic office operations;
Familiarity with HR processes and the ability to handle sensitive information discreetly;
Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams, Zoom, PowerPoint);
Strong communication skills with the ability to interact professionally across departments; and
Excellent time management skills and the ability to work independently under the direction of the Office Manager.

Nice To Haves

Bachelor's degree in business administration, public administration, or human resources;
Experience supporting HR and financial processes in a higher education environment;
Advanced experience with Office 365 and university systems (e.g., purchase orders, EPAFs); and
A team-oriented attitude with a strong interest in supporting office operations, staff, faculty, and students.

Responsibilities

Assists the Office Manager in processing, tracking, and updating applications submitted by external vendors seeking approved caterer status with George Mason University;
Helps maintain and update the Approved Caterers database regularly;
Communicates with external vendors to collect required documentation or follow up on updates, as directed by the Office Manager;
Serves as a backup HR Liaison under the guidance of the Office Manager. Support the Office Manager in drafting job descriptions and assisting with hiring processes for administrative staff;
Coordinates logistics for search committees, including scheduling interviews, communicating with candidates, and preparing search materials;
Assists with initiating and tracking EPAFs (Electronic Personnel Action Forms) for various employment types (full-time, wage, student workers, and contractors);
Monitors expiration dates for contractor EPAFs and support the Office Manager in maintaining accurate HR records;
Monitors and assists with IT help desk tickets, especially those related to print exceptions and other common technical issues;
Follows up on outstanding tickets and escalate concerns to the Office Manager as needed to ensure timely resolution;
Assists the Office Manager and departmental staff with providing comprehensive administrative support;
Manages calendars, schedule meetings, and coordinate recurring and ad hoc appointments;
Prepares meeting agendas, supporting documents, and materials in advance as directed;
Confirms meeting logistics such as attendance, room reservations, catering, and technology setup;
Attends meetings in absence of the Office Manager, take notes, distribute minutes, and track follow-up items;
Helps maintain a safe and efficient office environment, including managing office supplies, submitting maintenance requests, and coordinating housekeeping needs;
Supports travel arrangements for staff and prepare reimbursement documentation following university guidelines;
Assists with internal projects or committee work at the direction of the Office Manager;
Handles vending machine refunds and submit related maintenance requests as needed;
Tracks and follows up on work orders for facilities maintenance or departmental support;
Performs other administrative duties as assigned by the Office Manager.