Program Assistant

Department: Cross Functional

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

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

Location: Arlington, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About The Department

Continuing and Professional Education (CPE) seeks to support learning opportunities, certifications, credential attainment and training for the entry to mid-level staff and management professional. CPE prepares students for a changing employment landscape and lifelong learning by helping them take advantage of Mason faculty and resources and create opportunities for upskilling and earning industry-backed certifications to help them advance careers, earning potential and knowledge of technical fields in rapidly changing industries and governmental agencies.

In line with George Mason’s mission for providing access to excellence, CPE is committed to finding competitively priced, high-value strategies for students seeking short-form, high-relevance courses taught at the highest levels of industry and academic excellence. Additionally, CPE supports the learning and development needs of corporations and agencies in their efforts to provide their staff with professional development and certification programs, tailored to attract and retain critical talent and workforce in cost-effective, high impact ways.

Currently, CPE provides over 300 open enrollment courses, serving almost 3000 students, and offering over 25 industry backed certifications in both on-ground and online modalities.

About The Position

The Program Assistant in Continuing and Professional Education (CPE) provides comprehensive administrative support to the senior leadership team, including the Associate Provost for Learning Initiatives. This position manages daily office activities, including scheduling, travel coordination, fiscal and program support, front office duties, and assisting in the overall smooth functioning of the unit. This role is crucial in maintaining a well-organized, efficient, and professional environment that enhances the performance and productivity of the senior leadership team.

Responsibilities

Scheduling and Calendar Management

• Manages the calendars of senior leadership, including scheduling meetings, appointments, and events;
• Coordinates meetings, ensuring that all necessary resources and documentation are prepared in advance; and
• Assists with prioritizing daily tasks and managing conflicting scheduling requests.
  
  

Front Office and General Administrative Program Support

• Serves as the primary point of contact for visitors and inquiries, ensuring a welcoming and professional front office environment;
• Manages phone and email communications, responding to inquiries or redirecting them as necessary;
• Organizes and maintains files, records, and documentation to support office efficiency and compliance;
• Responds to RFI’s submitted to CPE;
• Assists all aspects of program operations and logistics including maintaining effective communication with all stakeholders (participants, instructors, vendors, other university departments, and clients, etc.), maintaining participant registration database, registration, assisting with program related questions, materials, catering, preparation of certificates and program evaluations (where applicable); and
• Other programs as assigned.
  
  

Support for the Associate Provost

• Provides direct support to the Associate Provost by handling administrative tasks, communications, and special projects as assigned;
• Assists in the preparation and distribution of meeting agendas, reports, and presentations;
• Supports office-wide initiatives to streamline processes and improve efficiency;
• Coordinates travel arrangements for the Associate Provost and senior leadership, including booking flights, accommodations, and ground transportation;
• Prepares travel itineraries and provides support in managing travel claims, reimbursements, and expense reports; and
• Ensures adherence to university travel policies and budgetary guidelines.
  
  

Collaboration And Other Related Duties

• Works with the realization that job tasks and duties are inter-related and affect other CPE staff; and
• Performs additional related support functions as assigned.
  
  

Required Qualifications

• Associate degree in Business Administration, Office Management, or a related field, or an equivalent combination of education and experience;
• Considerable experience (typically 3-5 years) in an administrative or office support role, preferably in a higher education or non-profit setting;
• Demonstrated organizational and time management skills with the ability to manage multiple tasks and competing priorities in a fast-paced environment;
• Proven ability to handle scheduling, calendar management, and coordination of meetings and events;
• Excellent verbal and written communication skills for professional correspondence with internal and external stakeholders;
• Ability to foster positive relationships with faculty, staff, and external partners;
• High level of attention to detail, particularly in managing schedules, preparing documentation, and handling financial claims;
• Ability to ensure accuracy and compliance with university policies;
• Ability to anticipate the needs of the senior leadership team and take proactive steps to resolve issues or improve processes;
• Comfortable working independently with limited supervision and addressing challenges efficiently;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software; and
• Ability to quickly learn and adapt to new tools and systems used within the university’s administrative framework.
  
  

Preferred Qualifications

• Bachelor’s degree in Business, Communications, or related field, or an equivalent combination of education and experience;
• Experience working in a university or educational setting with a demonstrated knowledge of course lifecycle and fiscal processes;
• Experience in providing administrative support to complex projects with several contributing factors/influences; and
• Familiarity with registration, fiscal management and travel coordination systems in a large organization.
  
  

Instructions To Applicants

For full consideration, applicants must apply for Program Assistant at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date: March 7, 2025

For Full Consideration, Apply by: March 21, 2025

Open Until Filled: Yes

Mason Ad Statement

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.

Equity Statement

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.

Campus Safety Information

Mason’s Annual Security and Fire Safety Report is available at http://police.gmu.edu/annual-security-report/