Administrative Specialist

Department: Risk, Safety, & Resilience (RSR)

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

Financial Background Check: Yes

Motor Vehicle Records Check: Yes

About the Department:

Risk, Safety, & Resilience (RSR) provides overall strategic oversight of the University's risk profile and management efforts, as well as provides leadership to sustain a safe and healthful environment for our community to learn, work, live, and thrive. RSR serves the university by managing enterprise and operational risk, health, safety, environmental, and emergency management programs in collaboration with our partners and stakeholders.

About the Position:

The Administrative Specialist provides administrative support to the Office of Risk, Safety, & Resilience (RSR). This position is the first point of contact for RSR serving as the receptionist; answering the main line and greeting visitors. Primary responsibilities include purchasing and general office support.

Responsibilities:

• 
  Administrative Support:
  
  
  
  • Serves as Police & Safety HQ receptionist and provides coverage for the PSHQ office and assists with daily office management;
  • Serves as the primary purchaser for the department;
  • Assists with committee meetings, agendas, scheduling, and meeting minutes as needed;
  • Manages generic email accounts;
  • Provides support to the training program to include scheduling and communications;
  • Coordinates events;
  • Reserves university rooms and event spaces;
  • Manages the Emergency Operations Center to include physical room maintenance and scheduling;
  • Manages special projects as assigned;
  • Serves as the Vehicles and Equipment Coordinator for the department;
  • Assists with RSR job posting, recruitment, and hiring to include scheduling search committee meetings and attendance;
  • Serves as the Telecom Coordinator;
  • Serves as a primary resource for RSR document formatting needs; and
  • Supports RSR leadership team with short-term, basic tasks as needed.
  
  
  
  
• 
  Fire Safety & Emergency Management Program Support:
  
  
  
  • Assists with document development and maintenance;
  • Creates and maintains records and files in either written and/or electronic form;
  • Schedules and assists with meetings;
  • Maintains departmental calendars, including planning boards;
  • Reconciles and tracks Fire Safety & Emergency Management related contracts and invoices;
  • Assists with the maintenance of emergency communications programs;
  • Maintains and tracks EOC equipment; and
  • Provides assistance to Emergency Management committees including meeting preparation, attendance, and minutes.
  
  
  
  
• 
  Environmental Health & Safety (EHS) Support:
  
  
  
  • Assists with EHS document management and tracking;
  • Serves as backup for Institutional Biosafety Committee meeting management;
  • Assists with meeting schedules and agendas; and
  • Provides support to Science and Technology Campus EHS office, physically present as needed at the Science and Technology Campus.
  
  
  
  
• Performs other related duties as assigned.

Required Qualifications:

• High school diploma or equivalent;
• Demonstrated experience providing administrative support (typically one or more years);
• Experience with database management and data entry;
• Knowledge of computer applications including Microsoft Office Suite (Excel, Word), databases and internet applications;
• Demonstrated interpersonal and communication skills (oral and writing);
• Skill in Word processing and recordkeeping;
• Strong organizational and time management skills;
• Ability to manage multiple projects simultaneously;
• Ability to prioritize projects and deadlines,
• Ability to work independently but also with groups;
• Ability to work effectively with a broad range of individuals and work styles;
• Ability to lift 20 lbs. with or without reasonable accommodation;
• Ability to make independent decisions regarding emergencies;
• Due to the unique role that RSR plays in emergency situations, each employee is designated to respond as requested during emergencies. Expectations for availability require that home and cell phone numbers be provided. In emergency situations, these numbers may be called, and it is expected that the employee will respond when they are able. Repeated instances of unavailability will be addressed by the supervisor; however, the employee is not expected to be "on call"; and
• Must currently possess an appropriate, active, valid motor vehicle operator's license that meets all of GMU's requirements for operating state vehicles and equipment under Mason's Vehicle Use Policy 1411 https://universitypolicy.gmu.edu/policies/vehicle-use/. The Office of Risk Management reserves the right to review the driver's licenses and Motor Vehicle Reports (MVRs) of all candidates selected with employment contingent upon favorable review.

Preferred Qualifications:

• Bachelor's degree in a related field;
• Demonstrated purchasing experience (typically one or more years);
• Experience in an institution of higher education;
• Experience with eVA and Visa eWork; and
• University-specific training on university policies and procedures to include purchasing, budget, and travel.

Instructions to Applicants:

For full consideration, applicants must apply for Administrative Specialist at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

Posting Open Date: July 12, 2024

For Full Consideration, Apply by: August 2, 2024

Open Until Filled?: Yes