Administrative Specialist Alumni Relations
George Mason University, Fairfax, VA, United States
Department:
Central Reserves
Classification:
GMU Worker
Job Category:
Part-Time / Hourly Wage
Job Type:
Part-Time
Location:
Fairfax, VA
Workplace Type:
Hybrid Eligible
Sponsorship Eligibility:
Not eligible for visa sponsorship
Salary:
Salary commensurate with education and experience
Criminal Background Check:
Yes
Job ID:
10004031
Opening Date:
April 24, 2026
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 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. The division’s mission is to build strong, lifelong relationships with George Mason University’s alumni and constituents, matching their philanthropic interests with the university’s aspirations. 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 guide our work and culture.
About the Position
This position provides primary administrative support to the Associate Vice President of Alumni Relations and the alumni relations team, including the George Mason University Alumni Association. Responsibilities include scheduling, research, preparing agendas and correspondence, handling information requests, and performing clerical functions such as receiving visitors, answering phone calls, distributing communications, arranging conference calls, making travel arrangements, and preparing reimbursements.
Responsibilities
Provide primary administrative support for the Alumni Relations team, managing multiple complex calendars and prioritizing in alignment with Associate Vice President goals and strategies.
Organize daily agenda, follow‑up, and action items for upcoming engagements.
Brief the Associate Vice President and team regularly on inquiries and issues.
Coordinate appointments and meetings with alumni, direct reports, donors, trustees, faculty, and others inside and outside the University.
Confirm meeting times and participation daily.
Arrange 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.
Initiate outreach and prepare meeting materials and prep documents proactively.
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).
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 AVP office supply inventory.
Prepare correspondence, reports, forms, PowerPoint and presentation slide decks, and other documents for Alumni Relations team or the AVP as directed.
Provide logistical support for the George Mason University Alumni Association, scheduling support for association meetings and preparing orientation materials as needed.
Prepare action items and ensure follow‑through from meetings.
Assist with on‑site events as requested.
Support the Alumni Relations team with project management and tracking of initiatives.
Help prepare and maintain the master events calendar.
Ensure follow‑through of projects and provide reminders according to deadlines.
Support the AVP with event planning.
Perform other duties as assigned within the scope of the role.
Required Qualifications
Excellent writing and communication skills.
Outstanding oral, written, and interpersonal skills.
Excellent organizational and prioritizing skills.
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, coordinate with others, issue reminders, and prioritize requests for the executive’s available time.
Ability to manage multiple competing deadlines.
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.
Resourcefulness and the ability to research solutions independently when problems arise.
Good time‑management and flexibility.
Handle sensitive and confidential matters with discretion and tact.
Multitask, prioritize work, and meet deadlines.
Preferred Qualifications
Outstanding customer service skills demonstrated by interaction with administrators, faculty, staff, and external partners.
Knowledge of project management systems.
Ability to learn new software.
Instructions to Applicants
For full consideration, applicants must apply for GMU Worker. Complete and submit the online application which includes three professional references with contact information, and provide a cover letter/letter of intent with a resume for review.
Posting Information
Posting Open Date:
April 24, 2026
Application Deadline:
May 19, 2026
Open Until Filled:
Yes
#J-18808-Ljbffr
Central Reserves
Classification:
GMU Worker
Job Category:
Part-Time / Hourly Wage
Job Type:
Part-Time
Location:
Fairfax, VA
Workplace Type:
Hybrid Eligible
Sponsorship Eligibility:
Not eligible for visa sponsorship
Salary:
Salary commensurate with education and experience
Criminal Background Check:
Yes
Job ID:
10004031
Opening Date:
April 24, 2026
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 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. The division’s mission is to build strong, lifelong relationships with George Mason University’s alumni and constituents, matching their philanthropic interests with the university’s aspirations. 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 guide our work and culture.
About the Position
This position provides primary administrative support to the Associate Vice President of Alumni Relations and the alumni relations team, including the George Mason University Alumni Association. Responsibilities include scheduling, research, preparing agendas and correspondence, handling information requests, and performing clerical functions such as receiving visitors, answering phone calls, distributing communications, arranging conference calls, making travel arrangements, and preparing reimbursements.
Responsibilities
Provide primary administrative support for the Alumni Relations team, managing multiple complex calendars and prioritizing in alignment with Associate Vice President goals and strategies.
Organize daily agenda, follow‑up, and action items for upcoming engagements.
Brief the Associate Vice President and team regularly on inquiries and issues.
Coordinate appointments and meetings with alumni, direct reports, donors, trustees, faculty, and others inside and outside the University.
Confirm meeting times and participation daily.
Arrange 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.
Initiate outreach and prepare meeting materials and prep documents proactively.
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).
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 AVP office supply inventory.
Prepare correspondence, reports, forms, PowerPoint and presentation slide decks, and other documents for Alumni Relations team or the AVP as directed.
Provide logistical support for the George Mason University Alumni Association, scheduling support for association meetings and preparing orientation materials as needed.
Prepare action items and ensure follow‑through from meetings.
Assist with on‑site events as requested.
Support the Alumni Relations team with project management and tracking of initiatives.
Help prepare and maintain the master events calendar.
Ensure follow‑through of projects and provide reminders according to deadlines.
Support the AVP with event planning.
Perform other duties as assigned within the scope of the role.
Required Qualifications
Excellent writing and communication skills.
Outstanding oral, written, and interpersonal skills.
Excellent organizational and prioritizing skills.
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, coordinate with others, issue reminders, and prioritize requests for the executive’s available time.
Ability to manage multiple competing deadlines.
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.
Resourcefulness and the ability to research solutions independently when problems arise.
Good time‑management and flexibility.
Handle sensitive and confidential matters with discretion and tact.
Multitask, prioritize work, and meet deadlines.
Preferred Qualifications
Outstanding customer service skills demonstrated by interaction with administrators, faculty, staff, and external partners.
Knowledge of project management systems.
Ability to learn new software.
Instructions to Applicants
For full consideration, applicants must apply for GMU Worker. Complete and submit the online application which includes three professional references with contact information, and provide a cover letter/letter of intent with a resume for review.
Posting Information
Posting Open Date:
April 24, 2026
Application Deadline:
May 19, 2026
Open Until Filled:
Yes
#J-18808-Ljbffr