Part-Time Administrative Assistant

Part-Time Administrative Assistant

The Administrative Assistant for Auxiliary and Business Services (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.

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; and
• Performs other administrative duties as assigned by the Office Manager.

Required Qualifications:

• 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.

Preferred Qualifications:

• 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.

Instructions to Applicants:

For full consideration, applicants must apply for Part-Time Administrative Assistant 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.

Equal Opportunity Employer