Administrative Specialist for Residential Communities
Housing and Residence Life is currently seeking applications from qualified candidates for the Administrative Specialist for Residential Communities position. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason's academic and culturally inclusive environment.
About the Department:
Housing and Residence Life (HRL) is an auxiliary organization within the University Life unit of George Mason University. HRL employs over 170 full-time and graduate staff members and over 350 undergraduate student staff members, and is committed to provide a safe, well-maintained student-centered environment that is innovative and inclusive of the global community. It is dedicated to creating a home that enriches the experiences of our students, staff, and faculty.
About the Position:
The Administrative Specialist is responsible for the daily oversight and management of a Housing and Residence Life desk in Eisenhower Hall or Piedmont/Tidewater Halls. The Administrative Specialist serves as a front-line representative for residential students, parents and families, faculty and staff, and campus visitors. The Administrative Specialist is responsible for serving as administrative/clerical support for the professional staff in the assigned area. The Administrative Specialist will report directly to the Associate Director of Residential Communities.
The Administrative Specialist with Housing and Residence Life at George Mason University fulfills three primary areas for the department: Customer Service and Office Management, Administrative and Clerical, and Student Office Assistant Supervision.
Customer Service and Office Management:
Oversee the daily operations of assigned HRL desk ensuring a professional and efficient environment for all students, staff, and visitors;
Assist residential students, faculty and staff, and other guests with questions or concerns related to HRL through in-person and over-the-phone interactions;
Collaborate with other HRL administrative staff to provide thorough and professional responses to all inquiries received at the official departmental e-mail addresses;
Perform basic updates and revisions to the HRL website as needed to ensure the sharing of timely and accurate information with students and other stakeholders;
Ensure that the assigned desk and surrounding area remain neat, clean, and free from safety or egress issues; report maintenance and housekeeping concerns as necessary;
Assist resident students with lockouts by distributing keys or encoding cards via the access control system;
Oversee various fiscal processes related to student billing including but not limited to, lockout and key charges, room damage billing charges, and damaged/lost equipment charges;
Receive work orders from residents and submit all requests into the mPulse platform; directly contact maintenance and housekeeping staff for urgent issues;
Assist in preparing the assigned desk for semester openings, closings, and holidays that may impact typical staffing assignments and services;
Assist with large-scale HRL events such as residence hall opening and closing each semester, summer student move-in/out, etc.; evening and weekend hours may be required during these times.
Assist the Residential Communities staff with weekly purchasing requests for residence hall programs; follow all applicable fiscal policies to procure supplies through eVA and other approved vendors;
Oversee the space reservation system via 25Live for all residence hall MPRs in assigned area; communicate with external partners and groups about reservations requests;
Ensure that the assigned desk/office area is well-stocked with essential supplies at all times; restock items as needed;
Manage all residence hall key inventory, lock re-core requests, and lock change billing; perform regular audits to ensure all keys are accounted for and functioning;
Assist the Residential Services team with preparing residence hall keys/cards for new arrivals and room changes;
Collaborate with the Residential Communities team to ensure all resident Room Condition Reports (RCRs) are properly completed at the start of each semester; assist with RCR updates as room changes and move-outs occur;
Assist in the organization and maintenance of confidential student files;
Review the HRL student staff daily log and follow up on any questions, concerns, or issues as necessary;
Develop, communicate, and maintain systems and procedures for desk management in collaboration with the Associate Director of Residential Communities;
Other duties as assigned by the Chief Housing Officer, Associate Director of Residential Communities, or designee.
Student Office Assistant Supervision:
Directly supervise the student Office Assistants (OAs) assigned to the designated HRL desk; provide indirect supervision and leadership to other HRL student staff assisting at the desk during business hours;
Provide ongoing feedback and guidance to student OAs; complete performance evaluations for student staff in assigned area each semester;
Assist with the annual recruitment and selection process for HRL student staff, including but not limited to, facilitating candidate interviews, co-leading information sessions, and designing marketing materials;
Oversee weekly and monthly scheduling of OA desk shifts to ensure equal distribution of tasks and work hours among the student staff;
Review and approve timesheets for OAs in the assigned area on a biweekly basis.
Associates degree, or an equivalent combination of education and work experience.
Experience working in an administrative support or office management role.
Salary: Commensurate with education and experience
Location: Fairfax, VA
Mason Ad Statement:
Great Careers Begin at Mason!
George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report “Up and Coming” spot for national universities and is recognized for its global appeal and excellence in higher education.
Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason’s diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.
If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at jobs.gmu.edu/!
George Mason University, Where Innovation is Tradition.
Special Instructions to Applicants:
For full consideration, applicants must apply http://jobs.gmu.edu/; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.
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.
Internal Number: 49250
About George Mason University
George Mason University is Virginia's largest public university located in the suburbs of Washington, D.C. With strong undergraduate and graduate degree programs in engineering, information technology, public policy, economics, visual and performing arts, life sciences and biotechnology, Mason prepares its alumni to succeed in the workforce and meet the needs of the region and the world.