About This Role
This administrative manager role provides senior-level operational support to the Department Chair and oversees the daily functions of the departmental office. The position manages executive support functions and ensures effective coordination of priorities, communications, and decision-support activities. It also involves leading and supervising administrative personnel and student employees, directing workflow, and maintaining high standards of service and operational efficiency for all administrative processes.
Responsibilities
- Serve as executive assistant to the Department Chair, managing complex calendar, correspondence, and prioritization of commitments to ensure alignment with departmental priorities
- Screen and manage communications, including calls, emails, and visitors, exercising discretion and handling highly sensitive and confidential information
- Prepare briefing materials, reports, presentations, and background information to support executive decision-making
- Coordinate leadership meetings, including agenda development, materials preparation, and tracking of action items and follow-ups
- Facilitate communication and coordination between the Chair, associate chairs, faculty, and administrative staff
- Manage travel planning and logistics for the Chair, ensuring efficiency and compliance with university policies
- Draft and edit communications on behalf of the Chair, ensuring clarity, professionalism, and consistency
- Perform other duties as assigned in support of the Department Chair and overall departmental operations
- Manage daily office operations to ensure efficient, compliant, and high-quality administrative services across the department, ensuring outstanding service to students, faculty, and staff
- Directly supervise administrative staff and student employees, including assigning work, setting priorities, and monitoring productivity
- Develop staff schedules, assign duties, and establish performance expectations and annual goals
- Provide ongoing coaching, guidance, and feedback; conduct performance evaluations and implement corrective actions as needed
- Manage workflow across administrative personnel to ensure timely and effective support of departmental functions
- Serve as primary escalation point for complex administrative issues, interpreting policies and resolving operational challenges
- Ensure clear and timely communication of priorities, policies, and critical information between leadership and administrative staff
- Maintain oversight of timekeeping records and personnel documentation for administrative staff (in coordination with Departmental Human Resources Support)
- Oversee departmental space, facilities, telecommunications, and office resources, including space allocation and utilization
- Serve as Recruitment Search Coordinator and HR liaison for hiring processes
- Oversee recruitment efforts, including job postings and hiring coordination
- Manage hiring processes for adjunct faculty, GTAs, and wage employees, ensuring compliance with university policies
- Lead onboarding and orientation processes for new hires
- Supervise administrative staff and student employees, including scheduling and workload management
- Ensure accurate timekeeping and payroll coordination, including timesheet approval
- Manage financial administration, including monthly reconciliation of departmental and startup accounts
- Serve as Departmental Asset Liaison, maintaining inventory control and asset tracking
- Oversee procurement and payment processes for vendors, events, and contracts
- Coordinate purchasing of office supplies, equipment, and instructional materials
- Oversee administrative processes supporting departmental programs, including tracking contracts and related financial activities
- Maintain effective records management systems and ensure compliance with documentation policies
- Coordinate operational logistics such as work orders and room reservations
- Lead planning and execution of department meetings and events, including logistics and payment coordination
- Ensure consistent administrative support to faculty, advisors, and instructional staff through delegation and guidance
- Coordinate administrative support for accreditation and review processes (e.g., ABET, APR), ensuring timelines and documentation requirements are met
- Maintain organized and accessible accreditation records
- Coordinate data collection and analysis for student outcomes and program assessment
- Support preparation of reports and materials, including graphical and editorial content
- Coordinate administrative aspects of RPT (Reappointment, Promotion, and Tenure) processes
Requirements
- High school diploma or equivalent
- Prior experience in a role such as an Office Manager or Admin Specialist (including in a temp role)
- Prior experience with general office practices and equipment
- Prior experience paying close attention to detail
- Demonstrated direct, relevant experience with office and financial management, including experience with financial processes to include purchase requisitions, travel reimbursements, and financial/account reconciliation
- Interpersonal and communication skills; exceptional verbal and written communication skills and strong organizational abilities
- Customer service skills, diplomacy skills, and the ability to work with a wide range of constituencies in a diverse community
- Demonstrated ability to work collaboratively in a large team of admin specialists
- Ability to effectively handle multiple responsibilities simultaneously and anticipate and meet deadlines, while maintaining flexibility regarding changes in priorities
- Self-motivated with an ability to multi-task as needed and work efficiently
- Proficiency with Microsoft Office suite software, including word processing, spreadsheets, and e-mail applications
Nice to have:
- Bachelor’s degree in related field
- Demonstrated work experience (typically 5+ years) at a university, customer service, or administrative position
- Familiarity with university setting, policies and procedures
- Knowledge of the ABET documentation principles
- Knowledge of online education
- Knowledge and experience using university information support systems (e.g., eVA, MicroStrategy, and Banner)
Important Details
- Work schedule: Full-time (1.0 FTE, 40 hrs/wk)
- Locations: Fairfax and/or SciTech campuses
- Sponsorship eligibility: Not eligible for visa sponsorship
- Application deadline: May 22, 2026
Application Process
- Complete and submit the online application to include three professional references with contact information
- Provide a cover letter and resume for review
About the Company
George Mason University is the largest and most diverse public research university in Virginia, with an enrollment of more than 40,000 students studying in over 200 degree programs. It was classified as an R1 research institution in 2016 by the Carnegie Classifications of Institutes of Higher Education. The university has campuses in Fairfax, Arlington, and Prince William County. The College of Engineering and Computing (CEC) at George Mason University is a fast-growing force for innovation in research and education, ranked nationally in the top 100 for both undergraduate and graduate education, with more than 11,000 students in fall 2025. It has 34 degree programs and 326 instructional faculty. In the past year, CEC research teams expended $83.7 million in sponsored research awards. The Department of Information Sciences and Technology (IST) provides premier graduate and undergraduate applied information technology education. In conjunction with Amazon’s decision to establish a second headquarters in Northern Virginia, the Commonwealth of Virginia announced a multi-year plan to invest in the growth of degree programs in computing. George Mason has committed to accelerating its plans to grow its capacity in computing and high-tech fields, including the launch of the Institute for Digital Innovation and the expansion of Mason Square. In 2025, Fuse, a new 355,000 square foot building, opened to students, faculty, and research teams.
