VP Administrative Assistant

Department: Advancement and Alumni Relations Classification: GMU Worker Job Category: Part-Time / Hourly Wage Job Type: Part-Time Location: Fairfax, VA Workplace Type: Hybrid Eligible Sponsorship Eligibility: Not eligible for visa sponsorship Salary: Starting at $26/ hour 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 position oversees and executes operational and administrative functions supporting VP Administration financial processes, reporting activities, donor and volunteer stewardship initiatives, and Vice President-initiated projects. Responsibilities include managing financial transactions and compliance activities, coordinating donor and volunteer recognition programs, and providing administrative and logistical support to the Vice President's Office in collaboration with members of the VP Administrative team. Financial Operations, Compliance, and Asset Management Oversee and execute financial operations and reporting for VP Administration, ensuring accuracy, compliance, and timely reporting: Reconcile BOA Transactions, and resolve discrepancies; Follow up with vendors as needed regarding receipts, documentation, and transaction support; Process and manage cash and mileage reimbursements in MFG; Manage Gift Inventory tracker in accordance with GMU F guidelines; Coordinate physical inventory intake, tracking, and reconciliation. Donor, Volunteer, and Stakeholder Recognition Support Provide administrative and logistical support for donor and stakeholder recognition initiatives, including the coordination of gifts and other expressions of appreciation on behalf of the Office of the Vice President for Advancement: Lead and independently manage the annual donor and volunteer gifting program, including planning, distribution, tracking, and fulfillment; Coordinate the procurement, tracking, and delivery of gifts, recognition items, and sympathy acknowledgments, as needed; Support donor appreciation and other stewardship initiatives throughout the year; Maintain accurate records of purchases, deliveries, and related expenditures. Executive and VP Administration Support Provide ongoing administrative and logistical support to the Vice President and VP Administration team: Provide backup administrative support for the Vice President during the Executive Assistant's absence; Coordinate VP travel arrangements under the direction of the Executive Assistant; Assist with the entry of contact reports in Patriot Force; Support meeting logistics, including room setup, catering coordination, and day-of-event support, as needed; Manage basketball ticket administration and related tracking; Stock, organize, and maintain the VP's office to ensure a clean, professional, and well-functioning workspace. Required Qualifications Excellent writing and communication skills; Skill in meticulous, detail-oriented work; Basic understanding of internal controls and compliance; 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; Demonstrated outstanding oral, written, and interpersonal skills; Ability to handle sensitive and confidential matters with discretion and tact; Demonstrated, detail-oriented clerical skills; Ability to multi-task, prioritize work, and meet deadlines; Experience in a finance, accounting, or administrative support role; Basic knowledge of financial reconciliation and transaction tracking; Experience handling confidential information; Experience writing general correspondence. Preferred Qualifications Knowledge of accounting principles; Bachelor's degree in a related field; Experience in higher education; Experience using financial or ERP systems (e.g. MFG). Instructions to Applicants For full consideration, applicants must apply for GMUWorker 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. Mason Ad Statement George Mason University is a nationally ranked R1 research university committed to creating a more just, free, and prosperous world. With 40,000 enrolled students, George Mason is the largest and most diverse public research university in Virginia, offering degree programs at the master's, doctoral, and professional level, along with certificates and credentials. George Mason fosters an All Together Different environment for students, faculty, and staff, driven by our core beliefs. We believe in inclusivity over exclusivity; we believe in advancing our mission by being willing to take risks, not avoiding them; and we believe our best work is possible when we apply our diversity of origin, identity, circumstance, and thought. Equity Statement George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law. Campus Safety Information Mason’s Annual Security and Fire Safety Report is available at #J-18808-Ljbffr