HR and Administrative Specialist

George Mason University

Fairfax, VA

ID: 7104469
Posted: July 1, 2022
Application Deadline: Open Until Filled

Job Description

Web Announcement
Human Resources and Administrative Specialist

The George Mason University, Department of Physics & Astronomy in the College of Science is seeking candidates for the position of HR and Administrative Specialist. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason’s academic and culturally inclusive environment.

The Department of Physics and Astronomy was created to support the College’s strategic plan in improving administrative efficiency and allowing for broader academic programs. Its mission is to provide the interdisciplinary advantages and opportunities to undergraduate and graduate students and ensure success in 21st –century careers through lectures, labs, seminars, events and research. Faculty contribute their scholarship in creating and applying new knowledge.

A-JEDI Statement:

Mason Science is committed to advancing access, justice, equity, diversity, and inclusion (A-JEDI) throughout our STEM community, including within our hiring and retention practices. At Mason Science, our values include fostering an organizational culture that promotes anti-racism, belonging, respect, and civility. We believe that a diversity of opinions, cultures, and perspectives is what provides vibrancy, innovation and growth to an academic community. By prioritizing inclusive excellence in academics, teaching, research, and global engagement, we strive to attract a diverse pool of faculty and staff who exemplify the Mason Science mission and vision.


The HR and Administrative Specialist initiates and processes all human resources related activities for the department including initiating recruitment and appointments, performing onboarding and offboarding HR tasks, and maintaining the department’s personnel files. The incumbent also oversees department procurement/purchasing, department event planning, communications, and general administrative support for the department Chair and faculty. All work is performed in accordance with policies of the Department, College, University, government agencies, and applicable professional standards.

Primary duties of the position include, but are not limited to:

Providing all necessary administrative assistance for general office operations, such as directing phone calls, greeting visitors;
Providing support for Human Resources operations, such as contract preparation, temporary appointments, and transaction forms;
Coordinating the recruitment process for all permanent and temporary positions;
Coordinating work permit paperwork for international employees;
Maintaining program records;
Maintaining employee files and forms for all departmental employees (permanent and temporary);
Coordinating general office services such as preparing and tracking work orders, telecom, equipment, key, and space requests;
Coordinating department procurement and purchasing;
Scheduling appointments, departmental meetings, interviews, and travel arrangements;
Attending monthly departmental meetings, recording and distributing minutes; uploading approved minutes and documents to Blackboard and servers;
Assisting faculty, staff and students with academic functions;
Assisting the Chair with special events and meetings as requested; and
Making sure the department runs smoothly and helping other administrative staff when necessary.

Required Qualifications:

Bachelor’s degree or equivalent combination of training and experience;
Knowledge of fundamental HR principles and practices;
Knowledge of Microsoft Office suite applications- especially a strong proficiency in Excel;
Experience with general office procedures, systems and equipment, and general business practices;
Exceptional organizational and multi-tasking skills in order to meet deadlines;
Comfortable performing work both independently and collaboratively with strong attention to detail;
Able to communicate effectively both orally and in writing;
Able to handle sensitive and confidential information in a timely and accurate manner;
Able to research, investigate, reconcile, and evaluate data; and
Well-organized individual who takes initiative and is efficient when completing tasks.

Preferred Qualifications:

Experience working in the field HR;
Experience in handling confidential data;
Experience in a higher education environment;
Knowledge of Mason organization and administrative procedures;
Knowledge of Micro-Strategy, Ellucian Banner and/or similar administration systems; and
Knowledge of Mason policies, procedures, and programs.
Special Instructions to Applicants
For full consideration, applicants must apply at; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.