Part-Time Administrative Assistant

Part-Time Administrative Assistant

The Administrative Assistant for Auxiliary and Business Services 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 include assisting the Office Manager in processing, tracking, and updating applications submitted by external vendors seeking approved caterer status with George Mason University; helping maintain and update the Approved Caterers database regularly; communicating with external vendors to collect required documentation or follow up on updates, as directed by the Office Manager; serving 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; coordinating logistics for search committees, including scheduling interviews, communicating with candidates, and preparing search materials; assisting with initiating and tracking EPAFs (Electronic Personnel Action Forms) for various employment types (full-time, wage, student workers, and contractors); monitoring expiration dates for contractor EPAFs and support the Office Manager in maintaining accurate HR records; monitoring and assisting with IT help desk tickets, especially those related to print exceptions and other common technical issues; following up on outstanding tickets and escalating concerns to the Office Manager as needed to ensure timely resolution; assisting the Office Manager and departmental staff with providing comprehensive administrative support; managing calendars, schedule meetings, and coordinate recurring and ad hoc appointments; preparing meeting agendas, supporting documents, and materials in advance as directed; confirming meeting logistics such as attendance, room reservations, catering, and technology setup; attending meetings in absence of the Office Manager, take notes, distribute minutes, and track follow-up items; helping maintain a safe and efficient office environment, including managing office supplies, submitting maintenance requests, and coordinating housekeeping needs; supporting travel arrangements for staff and prepare reimbursement documentation following university guidelines; assisting with internal projects or committee work at the direction of the Office Manager; handling vending machine refunds and submit related maintenance requests as needed; tracking and following up on work orders for facilities maintenance or departmental support; and performing other administrative duties as assigned by the Office Manager.

Required qualifications include an 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 include a 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.