Facilities and Administrative Specialist

Department: Cross Functional

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Front Royal, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary range starting in the mid 50K’s, commensurate with education and experience

Criminal Background Check: Yes

Financial Background Check: Yes

Motor Vehicle Records Check: Yes

Works with Minors check: Yes

About the Department:

The Smithsonian-Mason School of Conservation (SMSC) offers a range of compelling residential, hands-on, interdisciplinary programs in conservation biology for undergraduate and graduate students and professionals on the grounds of Smithsonian Conservation Biology Institute (SCBI) in Front Royal, Virginia, USA. Highly qualified world experts, including Smithsonian scientists, Mason faculty, and colleagues from other U.S. and international conservation organization provide students with direct connections to the most current teaching, research techniques, and work in the field. The SMSC department administers all aspects of this off-site instructional location comprised of a dining, residential and academic facility, including academic and administrative oversight, with extensive coordination with departments from George Mason University and Smithsonian Conservation Biology Institute.

About the Position:

The Facilities and Administrative Specialist provides administrative support to the operational functions of the SMSC Living-Learning Community. The community consists of three interwoven initiatives: an undergraduate program, graduate courses and professional training, as well as summer high school programs and special events. The position provides support for the 120-bed residence hall; a 135-seat dining hall; and academic building with four classrooms and three labs. The position provides administrative and technical support and customer service in facilities and events management, inventory, and procurement. This position works closely with Mason and Smithsonian departments including Facilities Management, Information Technology Services, Business Services, OCIO, OFEO, and NZP. This position requires occasional evening, weekend and early hours to support various academic and related activities.

Responsibilities:

Facilities and Program Management

• Works closely with GMU and SCBI facilities to provide administrative support to ensure the highest quality in presentation and functionality of the SMSC instructional site to include the Residence Hall, Dining Hall, and Academic Building;
• Maintains working knowledge of GMU’s/SCBI's work order systems, to record and input necessary work orders;
• Provides support to program needs and services including guest check-in, front desk coverage, signage, room setups, deep cleaning oversight, laundry, minor maintenance, light cleanings, driving state vehicles for events, and other related duties;
• Maintains working knowledge of card access system to provides employees, staff, and contractors with access to the GMU Residence and Dining Halls along with on-site access through the Smithsonian portal and Smithsonian ID process;
• Oversees lock management in the Residence Hall;
• Responsible for monitoring all residence hall rooms, academic rooms and the dining hall regularly to ensure appropriate cleanliness, amenity needs, and overall functionality. Daily walk-throughs of the facilities are required;
• Monitors contract (grounds maintenance and dining services), and facility work to ensure cost minimization and integrity of billing and records;
• Main point of contact for custodial services, elevator maintenance, water chemistry, linen service company, laundry contract, septic cleaning and pest control for the three occupied SMSC buildings;
• Maintains consistent awareness of facility presentation and provides excellent customer service; and
• Works closely with Mason Emergency Management & Fire Safety and The Smithsonian Occupational Safety and Health Specialist for routine health, safety and fire inspections. 

AV/IT Coordination

• Submits new phone requests to the Smithsonian;
• Records and inputs necessary work orders as needed including desktop support, A/V, network, and internet;
• Integrates knowledge across the various types of activities to proactively identify and communicate potential issues;
• Interfaces with various departments from GMU and Smithsonian to ensure that IT and A/V needs are met in a timely manner, noting any blackout periods that may impact the SMSC program; and
• Submits network related work tickets. 

Fiscal and Purchasing

• Purchases all goods and services related to the SMSC facilities in accordance with university purchasing guidelines;
• Process all required purchases in the state procurement system eVa and/or PCard system;
• Ensures all goods and services have been received and properly invoiced;
• Completes electronic submission of purchases in Mason PCard system;
• Accurately reconciles purchases ensuring the appropriate fund/org/account is charged; and
• Regularly attends training and refresher training on related fiscal topics; Oversees the surplus and inventory process at SMSC.

Administrative

• Responsible for scheduling all fleet vehicle reservations keeping detailed records of requests, mileage, service dates and the EZ-Pass;
• Works closely with facilities to coordinate vehicle cleaning and maintenance;
• Manages all incoming and outgoing SMSC mail service;
• Coordinates freight deliveries with The Smithsonian;
• Responsible for creating and updating facility related procedures/checklists;
• Provides administrative support for the inventory/surplus process; and
• Assists with departmental outreach efforts that may include orientations, tours, summer programs, and other events. 

Required Qualifications:

• High school diploma or equivalent;
• Experience providing administrative support and customer service in a professional office environment;
• Demonstrated experience in scheduling, prioritizing, and planning multiple assignments while adjusting to changing priorities;
• Excellent verbal and written communication skills;
• Considerable strong demonstrated computer skills and applications, particularly spreadsheet applications and automated systems;
• Ability to work independently and maintain effective working relationships with people;
• Strong attention to detail;
• Positive attitude and willingness to learn;
• Ability to interact with a wide variety of stakeholders including GMU faculty, staff, students and Smithsonian staff on a daily basis;
• Ability to lift up to 50 lbs, with or without reasonable accommodation;
• Must have the ability to resolve routine issues and inform management of potential issues;
• Valid driver's license: must currently possess an appropriate, active, valid motor vehicle operator’s license that meets all of GMU’s requirements for operating state vehicles and equipment under Mason’s Vehicle Use Policy 1411 https://universitypolicy.gmu.edu/policies/vehicle-use/. The Office of Risk Management reserves the right to review the driver’s licenses and Motor Vehicle Reports (MVRs) of all candidates selected with employment contingent upon a favorable review;
• The position oversees the fleet of state vehicles at SMSC and needs to be able to drive them to Fairfax for service, cleanings, etc;
• The position drives students around on-site, and attends orientations/programs on Fairfax; and
• Position requires successful completion of a financial background check and a standard and special agency federal background check.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Preferred experience in a higher education setting within Facility Management, Student Centers, Housing & Residence Life, Recreation, or related field; and
• Bilingual; ability to speak and understand Spanish.

Instructions to Applicants: 

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

Posting Open Date: November 18, 2024

For Full Consideration, Apply by: December 8, 2024

Open Until Filled:  Yes