What are the responsibilities and job description for the Administrative Coordinator position at Virginia Jobs?

Department : Col of Humanities and Soc Science

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

About the Department :

The Psychology Department advances the understanding of behavior and its determinants, and educates our students in the methods and knowledge of the discipline. To this end, we support a broad, high-quality undergraduate curriculum; attract and train excellent graduate students; and attract and support faculty who excel in teaching and scholarship. A hallmark of this department is the integration of scholarship and practice; we support application of advances in psychology to the individual and provide common good support for students and faculty so university and department degree program and operational objectives are met.

About the Position :

The Administrative Coordinator serves as the primary customer service contact for the Department of Psychology. Provides customer service and assistance to the public as well as to the faculty. Provides support for the department chair and the office manger in all areas of day to day operations. Interacts in a pleasant, supportive manner with other staff, faculty, students, and university agencies as well as the general public.

Responsibilities :

Serves as the social media, marketing coordinator, and co-website administrator

Creates marketing flyers and informational packets for classes, department events, and other department initiatives;
Gathers weekly brown bag information, designs and displays flyers, updates the white board, posts on Facebook and X, and sends information to Today@Mason coordinator;
Posts advising tip of the week on department Facebook and X pages;
Updates bulletin boards with relevant materials and maintains overall appearance of department;
Serves as co-author of undergraduate newsletter and maintains active news content;
Takes pictures at department events and up-to-date profile pictures for bulletin boards and website profiles; and
Serves as department representative at undergraduate recruiting and orientation sessions by distributing recruitment material and providing basic advising triage.

Serves as administrative receptionist by providing customer service and assistance with undergraduate advising appointments

Coordinates the advising schedule and maintains the appointment-scheduling system;

Provides department administrative support including mail, scans, faxes, physical keys / key codes and electronic access;

Co-supervises work-study students with the Undergraduate Program Administrator; and

Serves as department telecom coordinator including maintenance of department phone list, billing and telecom service requests; and

Maintains inventory of office supplies and replaces items as needed.

Performs Other Duties as Needed

Performs department purchasing including requesting quotes, purchasing business cards, lab supplies, office supplies, research supplies, and food and beverage, and reconciles purchase card transactions;

Responsible for maintaining equipment inventory available for check-out, to include the operational readiness and tracking the equipment with a sign-out sheet;

Secures room and equipment reservations for special events and routine meetings through the department calendar and the university reservation system;

Maintains the department's poster printing reservation log, ensures sufficient supplies, such as paper and ink, and assists faculty and students with printing as required; Serves as the point of contact for special event catering;

Supports student managed events by working with the event host to order food and beverage, attending the event if needed, such as the Undergraduate awards ceremony, and helping with set up and clean up as necessary; and

Provides related ad hoc admin support to the undergraduate office.

Required Qualifications :

High school diploma or equivalent;

An equivalent combination of training and experience to indicate possession of skills required;

Demonstrated comfort with social media;

Demonstrated ability to work independently and with others;

Demonstrated ability to communicate effectively both orally and in writing; and

Ability to multi-task.

Preferred Qualifications :

Bachelor's degree in related field;

Experience performing complex duties in a higher education setting is preferred; and

Excellent knowledge of Microsoft Office.

Instructions to Applicants :

For full consideration, applicants must apply for Administrative Coordinator 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 : February 18, 2025

Full Consideration Date : March 4, 2025

Open Until Filled : Yes

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