About the Department:

The Department of Information Sciences and Technology (IST) provides premier graduate and undergraduate applied information technology education focused on and responsive to the unique technology, management, leadership, and innovation needs of government, government-related, and corporate employers by producing graduates able to lead, analyze, design, create, justify, implement, and sustain new, innovative IT-enabled processes.

About the Position:

Under the direction of Department of Information Sciences and Technology (IST) Chair and the IST Associate Chairs, and in collaboration with Course Coordinators, the Administrative Specialist oversees completion of hiring paperwork for adjuncts, graduate teaching assistants, and wage employees hired to perform duties associated with IST academic programs, and handles payroll issues. The Administrative Specialist co-manages the IST administrative office (in Fairfax, VA and/or Manassas, VA, Sci-Tech campus and/or Arlington, VA, Mason Square campus) by assisting with semester course scheduling, IST lab operations, and supervising department wage staff. This position provides administrative support to the IST Chair and Associate Chairs.

Please note, this is not a 100% remote/virtual position, however it is telework friendly. Depending upon your department/office, you may have the ability to telework 1-3 days per week.

Responsibilities:

• Manages and coordinates the hiring process for all adjunct faculty, graduate teaching assistants (GTAs), and student wage employees hired to work for IST, to include distribution and collection of hiring paperwork, origination of contracts, entering personnel assignments, and collection of official transcripts;
• Processes the termination of adjunct and wage employee ePAFs if requested by Chair, or if employee resigns;
• Coordinates GTA and adjunct orientation each semester;
• Interacts with IST faculty to understand their hiring needs;
• Works with faculty and Course Coordinators to verify adjunct resume degree credentials, and GTA CELTD/GPA/SPEAK scores prior to forwarding to faculty for consideration (according to set dept standards);
• Verifies eligibility for PhD and MS GTA for appointments;
• Enters termination ePAFs as required, and notifies payroll if collection of funds is required;
• Serves as time sheet initiator and approver for all student wage teaching assistants;
• Assigns OMNI lock codes to GTAs for GTA rooms; 
• Creates and posts wage job descriptions to Handshake as needed;
• Supervises assigned student wage employees at assigned office locations;
• Trains wage employees on IST office procedures and department policy;
• Manages student wage work schedules;
• Ensures work ethics are followed;
• Provides administrative support to ADVANCE, Break Through Tech, Online, IST-supported professional degrees and programs, and other pathways;
• Orders textbooks for IST courses;
• Maintains course syllabi log;
• Assists with IST outreach and special initiatives;
• Assists with IST special events;
• Provides support to Associate Chairs;
• Requests to add IT courses, or change IT classroom assignments;
• Serves as backup with IST faculty requests for ad-hoc classroom reservations;
• Performs monthly reconciliation of departmental orgs and startup accounts;
• Prepares and distributes financial reports accordingly;
• Serves as Departmental Asset Liaison to include barcoding equipment and performance of annual inventory;
• Works with financial team in the Office of the Dean;
• Assists the IST Department Digital Learning Director with the Continuing Professional Education (CPE) program, and redevelopment of digital learning materials for IST online courses;
• Provides administrative support for development of online offerings and CPE courses by the department, including contract and payment management support for courses offered under the project of upgrading and updating the online/CPE repertory of courses;
• Assists with coordination of projects for CPE certification programs and several course upgrades per semester, as per the Director of Digital Learning, Stearns Center, and CPE to facilitate tracking of all related financials;
• Provides office administrative support for faculty, advisors, and adjunct instructors;
• Orders office and computer supplies;
• Greets visitors and arranges appointments;
• Maintains record management;
• Supervises computer labs, including issuing swipe access, and other such tasks;
• Organizes and manages department meetings and events, including logistics of facilities, communication, preparing meeting notes, and processing payments;
• Resolves discrepancies and ensures adequate support is provided;
• Acts as Telecom Coordinator and IST Space Coordinator;
• Assists the ABET and APR Accreditation Faculty Coordinator with preparation of ABET and APR documentation;
• Organizes ABET and APR documentation;
• Performs computer data analytics for ABET and APR student outcomes;
• Provides graphical and editorial support of faculty ABET and APR assessment work;
• Supports faculty actions in RPT; and
• Other duties as assigned.

Required Qualifications:

• High school diploma or equivalent;
• Prior experience with general office practices and equipment;
• Prior experience with financial reconciliations;
• Prior experience paying close attention to detail;
• Ability to effectively handle multiple responsibilities simultaneously, and anticipate and meet deadlines, while maintaining flexibility regarding changes in priorities;
• Self-sufficient ability to use word processing, database, internet, and other PC tools;
• Demonstrated verbal and written communication skills;
• Demonstrated customer service skills; and
• Demonstrated organization skills.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Demonstrated work experience (typically 5+ years) at a university, customer service, or administrative position;
• Familiarity with a university setting, and policies and procedures;
• Knowledge of the ABET documentation principles;
• Knowledge of online education; and
• Knowledge and experience using university information support systems (e.g., eVA, Microstrategy, and Banner).

Instructions to Applicants: 

For full consideration, applicants must apply for the Administrative Specialist at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Review of applications will continue until the position is filled. 

Posting Open Date:  June 19, 2025

For Full Consideration, Apply by:  July 15, 2025

Open Until Filled:  Yes