Office and Operations Manager

Department: University Life

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 range starting in the low $60k's; commensurate with education and experience

Criminal Background Check: Yes

About the Department:

CAPS supports students through ethical and responsive care and prevention. We foster the well-being of the diverse Mason community through psychological, outreach, and consultation services. We provide high-quality training to emerging mental health professionals. We are committed to excellence in psychological services by promoting student safety, enhancing emotional growth, and supporting academic success.

About the Position:

The Office Manager manages all administrative support processes essential to the successful functioning of CAPS and provides supervision to the Administrative Assistants.

Responsibilities:

• Supervises administrative support team to ensure effective and efficient customer service;
• Oversees the functioning of CAPS front desk, including the training and ongoing supervision of support staff on job tasks, policies, and procedures;
• Distributes work tasks among support staff, giving consideration to workload and skills of team members;
• Provides feedback to supervisees regarding job performance, and completes yearly evaluations of each staff member in accordance to HR’s evaluation process;
• Conducts staff meetings as necessary, and represents administrative support staff during Leadership Team meetings;
• Effectively communicates policies and procedural changes to team members and provides training when new administrative processes are implemented;
• Ensures adequate front desk coverage, backing-up staff as demand and absences require;
• Monitors adherence to confidentiality procedures so breaches do not occur;
• Troubleshoots problems that may occur in customer service and seeks solutions to ensure smooth delivery of services to Mason community;
• Acts as divisional unit HR coordinator in support and coordination with the UL HR Services team;
• Performs HR tasks including search coordination for CAPS positions, scheduling candidate interviews, and maintaining search coordination files in accordance with divisional and institutional policies and practices;
• Assists with the hiring of wage staff, submitting electronic EPAF forms, and assigning timesheet approvers;
• Under the direction of the UL HR Services team, the unit HR coordinator assists with the further dissemination of upcoming HR initiatives and updates to CAPS staff;
• Responsible for fiscal and purchasing duties;
• Monitors departmental operating funds and budget transactions and completes reconciliation reports;
• Meets regularly with CAPS Director to ensure understanding and accuracy of budget status;
• Ensures invoices are paid to approved vendors;
• Tracks expense reports and assists with forecasting expenditures;
• Makes and approves purchases using Financial Gateway, eVA, and Bank Works;
• Reviews budget lines for accuracy;
• Monitors expenditures and pays vendor and invoices on time per University’s fiscal policies and procedures;
• Handles Foundation account transactions;
• Reconciles department ORGS and resolves budget related issues as they arise;
• Serves as CAPS Telecom Administrator;
• Ensures all call center agents are fully trained;
• Handles all management resources to include creating control scripts and routing strategies, performing changes to call routing, creating new call flow, troubleshooting technical difficulties, ensuring that emergency call forwarding is activated if agents are unavailable to receive calls due to technical problems, monitoring call volumes and reviewing real-time and historical agent call reports;
• Coordinates office functions with both campus and off-campus departments and agencies;
• Serves as the department liaison and/or coordinator with other key support offices on campus, such as Telecommunications, UL divisional Human Resources and Payroll, Fiscal, Facilities, Student Unions, and Information Technology to ensure that operating policies and procedures are current and properly implemented and that CAPS functions are supported in a timely manner; and
• Works with non-campus departments as needed to ensure office and staff needs are met. 

Required Qualifications:

• Associate’s degree in related field or equivalent combination of education and experience;
• Experience in office management and supervision of support staff;
• Experience working as a member of organizational team;
• Experience in budget and/or bookkeeping software;
• Knowledge of fiscal and purchasing processes;
• Skilled in supervision and management of office operations;
• Skills in attending to detail and to work collaboratively within university administrative support systems;
• Ability to effectively supervise administrative staff;
• Ability to monitor departmental operating funds and budget transactions, and complete reconciliation reports;
• Ability to serve as Telecom Administrator for CAPS;
• Ability to operate independently while also seeking consultation with CAPS leadership when appropriate;
• Ability to identify the work needs of the office and develop systems to address needs; and
• Ability to work effectively and respectfully as part of a team, as well as independently with limited supervision.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Prior experience supervising administrative staff;
• Experience that includes familiarity with higher education system, particularly student service functions; and
• Knowledge of Commonwealth of Virginia fiscal processes and systems.

This position is not eligible for international visa sponsorship.

Instructions to Applicants: 

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

Posting Open Date: March 5, 2025

For Full Consideration, Apply by:  March 19, 2025

Open Until Filled:  Yes