Office Manager, Undergraduate Education

Department: Academic Affairs

Classification: Gen Admin Supv 1/Coord 1

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

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Office of Undergraduate Education, within the Provost's Office, manages undergraduate academic programs that stretch across all colleges and schools at George Mason University. These include university-level curriculum approval, general education (Mason Core), University Studies programs, the Office of Academic Advising, and Mason Impact initiatives that support transformational learning for undergraduate students, including the Office of Student Creative Activities and Research (OSCAR), Office of Community Engagement and Civic Learning (CECiL), and Office of Fellowships. In all of our work, we seek to inspire undergraduate students to become engaged citizens and well-rounded scholars who are prepared to act in a diverse, global world, by creating and sustaining innovative programs that enhance our students' academic experience and contribute to their academic success. We are dedicated to ensuring that students from all backgrounds have equal access to all of our programs.

About the Position:

The Office Manager supports all departments and team members in Undergraduate Education. This role provides administrative and operational support across all areas in Undergraduate Education. Areas of responsibility include: human resources activities, fiscal and budget operations, internal grants administration, technical and telecom coordination, space management, and oversight of day-to-day office activities and needs.

Responsibilities:

Coordinates and oversees office operations and procedures

• Coordinates organization and monitoring of files, office equipment, and office supplies;
• Executes purchasing for office equipment and supplies;
• Supervises student worker office assistants;
• Ensures back-up front desk coverage as needed;
• Serves as unit Space Liaison;
• Addresses information technology and telecommunications requests; facilities requests; and
• Requests on other office issues.

Manages financial and budget planning activities

• Reconciles departmental funds and orgs on monthly schedule;
• Executes or oversees execution of financial tasks and purchases;
• Serves as financial liaison supporting all units within Undergraduate Education and ensuring adherence to proper procedures and policies;
• Analyzes data, produces reports, and provides financial forecasts for leadership; and
• Collaborates with the Provost Office Budget Team to review financial and budget activity and align with Provost Office processes, practices, and goals.

Administers and executes the financial aspects of internal grant and scholarship programs

• Assists in development and distribution of award letters for the programs;
• Opens and closes grants, works with Provost Budget Team (POBA) to ensure funding is moved and budgeted appropriately, and communicates deadlines and balances to campus partners;
• Provides knowledge management, process and tool development, and assistance to financial partners across Mason related to internal grant programs; and
• Assists in data analytics and customizing reports for Undergraduate Education senior leadership.

Serves as the Human Resources Liaison and EPAF Approver for Undergraduate Education

• Reviews and approves Electronic Personnel Action Forms;
• Submits and approves HR actions including transaction forms, reallocations, and time sheet/supervisor change forms;
• Assists Undergraduate Education with HR activities and helps connect team members to appropriate staff and resources; and
• Collaborates with Provost Office Personnel Management ensuring HR activities align with Provost Office processes, practices, and goals.

Collaborates with the Administrative Specialist in coordination of office projects and events

• Assists in processing requests from office staff; Serves as backup for purchasing associated with events; and
• Manages storage and use of event equipment (e.g., tents, easels).

Assists with additional related tasks as assigned by supervisor to support the mission of Undergraduate Education and strategic direction of the university

Required Qualifications:

• Bachelor's degree or the equivalent combination of training and experience;
• Demonstrated experience managing an office or organization, and managing finances and budget for a complex organization;
• Demonstrated professional experience focused on fiscal and administrative tasks (typically at least 2+ years);
• Demonstrated experience with accounting or bookkeeping; and
• Experience with database and Software-as-a-Service tools.

Knowledge:

* Understanding of administrative and policy procedures and systems such as Microsoft Office suite, databases, managing files and records, and other office procedures and terminology, and ability to learn new systems;
* Knowledge of principles and processes for providing customer and personal services; and
* Comprehension of business and management principles involved in strategic planning, resource allocation, human resources, and coordination of people and resources.

Skills:
* Demonstrated organizational and time-management skills;
* Strong written, oral, and interpersonal communication skills as appropriate for the needs of the audience;
* Skilled in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems;
* Understanding the implications of new information for both current and future problem-solving and decision-making;
* Skills to monitor/assess performance to make improvements or take corrective action; and
* Demonstrated proficiency in Microsoft Office products (Word, Excel, PowerPoint).

Abilities:
* Ability to innovate, organize, and solve problems;
* Ability to listen to and understand information and ideas presented in writing and verbally and the ability to communicate information and ideas in writing and verbally so others will understand;
* Ability to proactively identify and address problems or questions that may arise;
* Ability to multi-task and take on multiple projects at once, while remaining calm under pressure;
* Ability to work with a sense of urgency while maintaining attention to detail;
* Demonstrated ability to take initiative in analyzing and accomplishing tasks; and
* Flexibility and the ability to adjust actions in relation to others' actions and shifting priorities.

Preferred Qualifications:

• Experience working in higher education; and
• Prior experience supporting undergraduate research or community projects.

Instructions to Applicants:

For full consideration, applicants must apply for Office Manager, Undergraduate Education at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date: December 16, 2024

For Full Consideration, Apply by: January 20, 2025

Open Until Filled: Yes