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About the Department:
The Office of University Life provides leadership and guidance to support and achieve the student-focused mission of engaging students in educationally purposeful experiences resulting in student learning and development; academic success; and degree completion. University Life accomplishes this mission by (1) fostering self-discovery and teaching students to successfully navigate transitions throughout their Mason experience; (2) engaging our diverse, global and multicultural community to enrich the educational environment, promote mutual respect and civility, and develop global citizens; (3) empowering students to be socially conscious leaders and promoting democratic and civic engagement; (4) educating students about individual and community responsibility and holding them accountable for ethical practices, academic integrity and high standards of personal conduct; (5) prompting wellness, healthy lifestyle choices; (6) creating opportunities and communities for student involvement and engagement with peers; and (7) embodying life-long learning.
The various units within the division rely on this office for programmatic support, policy expertise, and exceptional customer service. In addition, the office plays a crucial and high profile role with the university's governing board, the Board of Visitors, as well as within Academic and Student Affairs in the Office of the Provost.
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About the Position:
The Administrative Assistant provides administrative and executive scheduling support to the Vice President for University Life. As a member of the Office of University Life's support staff, this position also provides support to the associate and assistant vice presidents; associate deans, and other personnel who provide leadership and support for the various units within and throughout University Life. This position supports a variety of office functions for University Life including, but not limited to: assisting in managing the VP’s calendar and daily schedule, assisting with the coordination of events and meetings, and making arrangements for meetings and delegations with both internal and external constituents. This position is also responsible for providing excellent customer service to the Office's key constituent groups, including but not limited to: BOV members; President, Provost, Chief of Staff, and Senior Vice President; and parents and students.
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Responsibilities:
Scheduling/Administrative Support and Customer Service
- Provide high-level administrative support to the Vice President by assisting with office operations, scheduling, communications, and stakeholder and student engagement;
- Prepare daily/weekly briefings with relevant materials and provide meeting support with telecom links, agendas and minutes;
- Draft, review, and disseminate professional correspondence;
- Respond to internal and external inquiries via phone, email, and in-person in a timely and accurate manner, with effective personal communication that reflects the Vice President’s priorities;
- Assess and triage student inquiries with discretion, ensuring stakeholders feel heard and supported, and refer them appropriately to ensure issues are resolved or escalated appropriately;
- Provide requested materials to internal and external audiences;
- Organize travel logistics and process reimbursements accurately and promptly, ensuring travel plans are efficient and compliant with institutional and state policies;
- Collaboration and back-up support for other administrative professionals to ensure continuity of operations and enhanced team capability;
- Prepare materials (agendas, nametags, etc.) and attend meetings as needed, producing accurate meeting notes and clear follow-up actions to ensure meetings are productive and well-documented;
- Deliver exceptional and empathetic service to a wide range of internal and external stakeholders, ensuring professionalism and responsiveness in all interactions reflective of the Vice President for University Life office;
- Provide courteous, calm, and professional support to diverse audiences, including students, senior leadership, faculty, parents, board members, and external partners, ensuring stakeholders feel respected, supported, and confident in the office’s responsiveness;
- Greet and assist unscheduled visitors with discretion and empathy;
- Redirect inquiries to appropriate offices or individuals as needed, ensuring visitors are efficiently guided and sensitive situations are handled with care;
- Assess and escalate complex or sensitive issues to the appropriate contacts within University Life or the Office of the Provost, etc.;
- Maintain knowledge of unit functions to provide accurate referrals, ensuring issues are resolved promptly and routed correctly, minimizing delays or miscommunication;
- Onboard and acclimate new cabinet members and staff, to ensure new employees feel welcomed and informed as they transition into the division; and
- Monitor and coordinate responses to student inquiries with timely and appropriate follow-up, ensuring student concerns are addressed efficiently and documented for accountability and review.
Event Coordination and Support
- Assist with planning, execution, and evaluation of events hosted by the Vice-President and the division;
- Coordinate all aspects of recurring and special events, including scheduling, catering, room reservations, and interdepartmental collaboration, ensuring events are well-organized, timely, and meet stakeholder expectations;
- Support key division events (e.g., All Staff, Symposium, retreats, Unit Leader meetings) through strategic planning and cross-functional coordination, ensuring increased visibility, engagement, and value of signature events;
- Plan and execute events as requested by ULVP and staff (e.g., VP student leadership team, student focus groups, large internal meetings) with minimal supervision, ensuring events are attended, run smoothly and reflect professionalism; and
- Collaborate with the Offices of the President and Provost to ensure timely and accurate delivery of information for events involving the President and Provost.
Departmental and Divisional Responsibilities
- Support divisional planning initiatives and other special projects or duties as assigned;
- Actively participate in UL meetings, initiatives, and in-person events to stay connected with divisional and institutional priorities, and to foster a cross-unit collaboration;
- Support and attend divisional programs and events, contributing to a culture of service and community within the division;
- Participate in professional development workshops and training sessions for staff across the division to promote continuous learning and skill enhancement; and
- Stays informed about best practices, policy and procedure changes, and strategic initiatives to ensure the Office of the Vice-President remains forward-thinking, well-informed, and responsive to the evolving needs of the student body.
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