Administrative Specialist, Alumni Relations

Administrative Specialist, Alumni Relations

Department: Advancement and Alumni Relations

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: Hybrid Eligible

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 03

Salary: Salary commensurate with education and experience

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 Relations' 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 has the primary responsibility to provide administrative support to the AVP of Alumni Relations, as well as the Alumni Relations team and the George Mason University Alumni Association. The Administrative Specialist is responsible for scheduling, conducting research, preparing agendas, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, answering and directing phone calls, distributing communications, arranging conference calls, making travel arrangements, and preparing reimbursements.

• Serve as the primary administrative support for the Alumni Relations team, including supporting the Associate Vice President and team members.
• Manage multiple complex calendars and time commitments and prioritize in alignment with AVP goals and strategies.
• Prepare team for upcoming engagements by organizing a daily agenda, follow‑up, and action items.
• Brief the Associate Vice President and Alumni Relations team regularly on inquiries and issues.
• Coordinate appointments and meetings with alumni, direct reports, donors, trustees, faculty, and others both inside and outside the University community.
• Confirm meeting times and participation daily.
• Arrange meetings, coordinating space, equipment, catering, and room setup according to program/meeting requirements.
• Attend meetings with the AVP and Alumni Relations team to collect meeting notes as needed.
• Proactively initiate outreach and prepare meeting materials and prep documents.
• Coordinate and arrange event registration and travel details, including flights, trains, hotels, registration, and car rentals.
• Coordinate payment of flights with the operations team (state funds).
• Complete and confirm conference registration and travel arrangements before travel.
• Prepare detailed briefing for conferences and regional tour travel detailing travel arrangements, speaking engagements, and conference schedules.
• File, prepare, and process reconciliations, expense reports, and reimbursements.
• Maintain gift inventory and prepare swag or gift boxes, as instructed.
• Prepare outgoing mail, orders, and assist in maintaining the Associate Vice President's office supply inventory.
• Prepare correspondence, reports, forms, PowerPoint and presentation slide decks, and other documents in support or requested of the Alumni Relations team or the Associate Vice President.

• Provide scheduling support for Alumni Association e‑meetings.
• Assist with the preparation of orientation materials as needed in accordance with by‑laws.
• Prepare action items and ensure follow‑through from…