Operations and Budget Manager

Department: College of Public Health

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 School of Nursing prepares students through BSN, MSN, PMC, DNP and PhD Nursing programs to pursue careers as clinical nurses, consultants, nurse practitioners, nurse administrators and educators, as well as nurse scientists in a variety of health care delivery organizations and/or health care regulatory, public health, academic and regulatory enterprises.

About the Position:

The Operations and Budget Manager is responsible for leading all administrative and operational functions within the School of Nursing, the College of Public Health AR/VR and Simulation labs, and the Mason and Partner Clinics located off-campus. This position is mission critical to the overall effectiveness of the School of Nursing and its Associate Dean/Director within the College of Public Health. This position is highly visible, managing the department’s day-to-day operations, communications and relationships with University and College officials, accreditation entities, and many other important internal and external constituencies.

Responsibilities:

Business Operations: 

• Effectively manages the School of Nursing’s (SoN) administrative operations to achieve strategic business goals and operational objectives. Independently creates, develops, and executes strategies and plans to achieve departmental and university-wide objectives. Organizes and prioritizes critical issues and required information for the AD/SoN Director to facilitate efficient decision making;
• Provides management and oversight of all departmental operations including human resources, budget, procurement, affiliate contracts, travel, unit safety, physical space utilization, and special projects ensuring all functions are completed accurately, efficiently and on-time, within budget, with high levels of customer service, and in accordance with University and state policies and procedures;
• Analyzes current operational processes and performance. Identifies gaps/opportunities, implements changes for improvements as appropriate to streamline administrative processes and procedures, and/or makes evaluative judgements in implementing changes as appropriate;
• Works with the SoN Director, Program Directors and Coordinators, and Director of Clinical Operations to identify staffing/teaching needs for traditional and online pathways for multiple undergraduate and graduate programs (BSN-PhD or DNP);
• Plans and enters course schedules each semester into university systems. Meets with SoN Director and Program Directors to organize course scheduling across a variety of academic programs and pathways to ensure teaching efficiencies and student progression. Ensures department compliance to university’s scheduling guidelines while meeting the needs of students and faculty;
• Supervises the administrative team in monitoring course enrollments each semester and trouble-shooting problems that occur when classes become full, waitlisted and/or fail to meet enrollment goals;
• Oversees the SoN student service tier model to ensure a seamless and high-level customer service, advisement, and referrals process in collaboration with the CPH Student Affairs, Admissions, and internal SoN program leaders;
• Onboards and provides administration orientations to new administrative faculty and staff. Oversees the hiring and onboarding processes for adjuncts, student/non-student wage employees, and Gas in compliance with University and College guidelines;
• Serves as Case Manager for SoN PTR cases on Interfolio. Ensures compliance and completion of required documentation related to SoN PTR matters;
• Works with CPH departments to support internal and external marketing for SoN academic programs, student recruitment and retention. Works with CPH Dean’s office to fulfill requests and problem-solve as needed;
• Communicates on behalf of AD/Director SoN Chair to faculty, adjuncts, university departments and outside agencies as necessary. Maintains the SoN internal electronic calendar of events and ensures committee meetings and events are posted on college and university calendars;
• Works with SoN Researchers and Program Directors to develop and implement work site and administrative policies and procedures;
• Supervises multiple SoN administrative and technical staff including the Wiley admin staff allocated to support MSN MOL program. Ensures office, MAP clinic and lab coverage, and workload distribution to accomplish SoN priorities and objectives. Arranges for supplemental and back-up support for essential operations and special events as needed. Supervises part-time graduate student office assistants and provides administrative oversight of all departmental and research GRAs;
• Sets performance expectations and annual goals for incumbents in administrative support positions. Conducts performance appraisals on an annual basis, consistent with University and Human Resources requirements and guidelines;
• Submits nominations for awards and special acknowledgements as performance and employee contributions warrant. Approves time and schedules adjustments in compliance with University and Human Resources requirements and guidelines;
• Serves on CPH and GMU search committees as needed; and
• Conducts effective SoN administrative staff meetings on a regular basis. 

Fiscal & Budget Management:

• Provides oversight for all purchasing and payroll functions to ensure compliance with approved budgets, and University and College policies and procedures;
• Conducts P&L analysis to provide revenue and expenditure forecast suggestions to the AD/Director SoN;
• Represents the AD/Director at budget and academic planning meetings at CPH and Mason levels;
• Works with AD/Director SoN, CPH CBO and Fiscal team to provide SoN input during the annual fiscal planning cycle;
• Consults AD/Director SoN and program leaders on financial aspects during the planning of teaching resources and schedules each semester for both traditional and online programs (BSN-DNP or PhD);
• Authorizes expenditures on operating, capital, and travel. Manages budget tracking and reconciling;
• Monitors procurement, reimbursements, contracts of SoN multiple budget funding sources including: E&G, School’s indirect, tenured/tenure-track startup funds, program/course/lab fees, premium pricing, self-support fund (Wiley), and external support funds through grants and foundations;
• Works with Division Directors and Program Coordinators to manage the procurement of course materials, lab equipment, medical supplies, system subscriptions, and rental acquisitions every academic year;
• Manages registrations and renewals for the SoN with national and regional associations such as CCNE, AACN, AANP, NONPF, NCSBN, NSNA, etc.;
• Manages the execution of procurement contracts and payment schedules to ensure compliance with GMU and Commonwealth procurement guidelines;
• Retains fiscal records for compliance and reporting purposes;
• Provides financial analysis and periodical reports using Banner, MicroStrategy, and ePrint; and
• Participates in the university fiscal network and monthly meetings to stay up to date with fiscal guidelines and procedures. 

Compliance & Special Projects:

• Manages the confidential and historical filing system for all forms of documents, actions and correspondence initiated, received and supported by the SoN, faculty, staff and students, and associated with SoN databases such as Typhon, CastleBranch, Aquifer, Elsevier, etc.;
• Performs the administrator role on student systems to conduct periodical analysis on system utilization, user experience and provides enhancement suggestions to AD/Director SoN and Division Directors;
• Produces dashboard reports and data using OIEP datasets, MicroStrategy, Banner, etc., to support the accreditation reporting (CCNE, VBON), and internal and external surveys (AACN, USNews, etc);
• Creates and maintains accreditation-related documentation mandated by GMU and accreditation bodies: CCNE, VBON, SACS, and CEPH in collaboration with CPH Academic Affairs;
• Works with the SoN AD/Director, Division Directors, and CPH stakeholders to provide support for academic program changes, manage curriculum documentation, and alignment of curriculum changes with the university catalog;
• Manages the annual cycle of catalog and website updates in collaboration with the Curriculum Committee, CPH Academic Affairs, and Marketing & Communications Department;
• Manages full-time and part-time employee records and ensures compliance and reporting of faculty credentials to the Provost’s Office on the semester basis. Manages faculty exception submissions to the Virginia Board of Nursing before the start of every semester;
• Leads the planning and organizing of the School’s events such as student orientation, adjunct faculty orientation, pinning ceremonies (BSN-MSN-DNP), PhD dissertations, and any SoN ad-hoc events; and
• Leads/coordinates special initiatives and projects delegated by the AD/Director SoN such as implementing the new student tier-service model and referral process, the transitioning from Blackboard to Canvas, implementing new CCNE essentials in all programs curricular, SoN’s 50th year celebration, etc.

Required Qualifications:

• High school diploma or equivalent;
• Substantial demonstrated experience in academic unit management;
• Demonstrated experience working with sensitive and confidential information;
• Knowledge of computer applications (Outlook, Word, Excel, PowerPoint, Internet, etc.);
• Familiarity with a university environment;
• Demonstrated understanding of human resources, procurement and financial management policies, and business practices within the Commonwealth of Virginia;
• Demonstrated analytical and administrative management skills;
• Demonstrated skill in effective interpersonal, verbal, and written communication with the ability to build relationships with stakeholders, including staff, executive and senior leadership, and external partners and donors;
• Ability to prioritize myriad deadline-driven responsibilities;
• Demonstrated ability to handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer/client service and response;
• Ability to lead and supervise effectively in a team-oriented organization, strategically deploy human and financial resources in support of a unified vision that support goals for diversity, equity and inclusion;
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment; ability to think strategically and actively seek opportunities and propose solutions;
• Demonstrated proactive approach to problem-solving with strong decision-making capability; and
• Highly resourceful and collaborative, with the ability to perform work effectively with independence.

Preferred Qualifications:

• Master’s degree in related field;
• Substantial demonstrated experience in SoN management, supervision, and senior level program support;
• General administrative, management, and supervision experience in higher education or a public health setting;
• Experience with academic program accreditations: CCNE, BON, NOPF, SACS and CEPH accreditation;
• Experience with program marketing, student recruitment, admissions, advising, and student assessments;
• Demonstrated knowledge in managing longitudinal data and academic records for regulatory entities (State Nursing Boards and accreditation bodies);
• Skill in the use of XLS analytics and pivot tables; and
• Ability to develop data extractions and queries from University Banner and MicroStrategy systems and SoN database systems such as TYPHON.

Instructions to Applicants: 

For full consideration, applicants must apply for the Operations and Budget 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.

Posting Open Date:  June 14, 2024

For Full Consideration, Apply by:  June 28, 2024

Open Until Filled?:  Yes