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

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.

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.

• 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.

• 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.

• 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.

• 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.

• Knowledge of accounting principles;
• Bachelor's degree in a related field;
• Experience in higher education;
• Experience using financial or ERP systems (e.g. MFG).

For full consideration, applicants must apply for GMUWorker at (Use the "Apply for this Job" box below). Complete and submit the online application to include three professional…