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
About the Department:
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.
About the Position:
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.
Responsibilities:
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;
- Conrms meeting times and participation daily;
- Arranges 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 initiates outreach for and prepares 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-/gift boxes, as instructed;
- Prepare outgoing mail, orders, and assist in maintaining the Associate Vice President's office supply inventory; and
- 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's activities or as directed by the Associate Vice President.
Logistical Support for the George Mason University Alumni Association
- 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 meetings; and
- Provide assistance, as requested, for on-site events.
Project Management
- Support the Alumni Relations team with project management and tracking of initiatives;
- Assist in preparing and maintaining master events calendar;
- Ensure follow through of projects and provide reminders according to deadlines; and
- Support AVP with event planning.
Other duties as assigned within the scope of the role
Required Qualifications:
- Significant experience with executive calendar management;
- Experience managing multiple calendars;
- Experience writing general correspondence;
- Demonstrated experience with executive administrative support;
- Experience working in a high-volume, fast-paced office;
- Excellent writing and communication skills;
- Demonstrate outstanding oral, written, and interpersonal skills;
- Excellent organizational and prioritizing skills;
- Skill in meticulous detail-orientation;
- Demonstrated, detail-oriented clerical skills;
- Solid computer skills, including Microsoft Office Suite;
- Expert-level Microsoft Outlook/Calendar skills;
- Ability to manage a senior executive's calendar, including coordinating with others as needed and issuing reminders, and prioritizing requests for the executive's available time;
- Ability to manage multiple competing deadlines;
- Demonstrated problem-solving abilities;
- Ability to perform duties under limited supervision and a limited time frame;
- Ability to work within multiple internal databases and maintain consistent organization;
- Ability to be resourceful and be able to research independently the best solutions for problems when they arise;
- Ability to exercise good time management and have flexibility;
- Ability to handle sensitive and confidential matters with discretion and tact; and
- Ability to multitask, prioritize work, and meet deadlines.
Preferred Qualifications:
- Bachelor's degree in related field;
- Experience in higher education;
- Demonstrated experience working effectively with staff and external constituents;
- Experience with project management;
- Experience with Affinaquest (Salesforce) or similar software;
- Outstanding customer service skills demonstrated by the ability to interact effectively with administrators, faculty, and staff, as well as partners outside of the university;
- Knowledge of project management systems; and
- Ability to learn new software.
Instructions to Applicants:
For full consideration, applicants must apply for Administrative Specialist, Alumni Relations at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, including your current supervisor, and provide a Cover Letter/Letter of Intent with Resume for review.
Posting Open Date: December 12, 2025
Posting Close Date: January 8, 2026
Open Until Filled: No
George Mason University
Dec 12, 2025