Operations Manager

Department: Col of Visual and Performing Arts

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: On Site Required

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 04

Salary: Salary commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

Financial Background Check: Yes

Motor Vehicle Records Check: Yes

About the Department:

Green Machine Ensembles deliver impactful, diverse, unique, and innovative student and staff performances for a range of occasions and venues, including athletic contests, university ceremonies, student recruitment events, and national and international competitions.  It is a multidisciplinary education program rooted in the arts, comprising student, community, and professional musicians, dancers, dramatists, composers/arrangers, visual artists, choreographers, poets/lyricists, cultural philosophers, arts/business managers, educators, philanthropists, and enthusiasts. Additionally, Green Machine Ensembles’ inclusive and innovative approaches embody the ideals and values of George Mason University.

About the Position:

The Operations Manager serves as the central point of coordination for administrative, financial, and logistical functions that support the Green Machine Ensembles’ faculty, staff, and students. This position ensures the efficient operation of the department by managing daily office activities, responding to inquiries, processing purchases and financial transactions, and maintaining shared spaces. The Operations Manager provides executive support to the Director and assists senior leadership with operational planning and decision-making.

Key responsibilities include scheduling and clerical support, overseeing ensemble logistics such as rehearsal space reservations and travel arrangements, and ensuring compliance with university risk management and purchasing policies. The role also contributes to marketing and communications efforts and may require travel with ensembles to provide on-site operational support.

While standard hours are Monday through Friday, 9:00 a.m. to 5:00 p.m., flexibility for evening and weekend events is essential.

Responsibilities:

General Administrative Support

• Provides customer service front-line support: Answers phones, assists walk-ins, and monitors department email. Ensures that incoming visitors and requests are promptly routed to relevant staff members;
• Works as an Executive Assistant: Regularly meets with the Director to manage their day-to-day calendar and assists with processing incoming communications;
• Assists Sr. Assoc. Director with department calendars and email listserv(s);
• Assists the Assistant Director with maintaining department Microsoft Teams and with training staff on the use of Microsoft Office;
• Takes minutes at department meetings; and
• Manages the shared office space(s) and coordinate maintenance requests.

Administrative Support—Finance & Purchasing

• Purchaser: Manages day-to-day generic department purchases for office needs. Assists ensemble coordinators as necessary;
• Budget Reconciliation: Assists the Sr. Associate Director with GME budget preparation, reconciliation, presentation, and the tracking of department spending throughout the fiscal year. Assists Sr. Assoc. Director with budget spreadsheet maintenance;
• Invoices and Contracts: Assists the Sr. Assoc. Director with the preparation of invoices and contracts;
• Manages Department TouchNet Stores: Setup and manage products, track purchases, administer refunds. Manages dues collection processes for competitive ensembles;
• Coordinates fundraising activity with senior staff. Takes notes at all fundraising meetings. Assists the Associate Director with the Advisory Council. Assists the Sr. Associate Director with the GME Alumni Association; and
• Tracks shipments for department purchases and coordinate deliveries.

Ensemble Support 

• Manages purchases for ensembles as necessary. Follows up and tracks products and shipments for transactions. Communicates order statuses to Ensemble Leader(s);
• Reserves spaces for ensembles through individual schedulers or 25Live. When necessary, assists ensembles with booking off-campus space, tracks each ensemble schedule, and updates Program Coordinator(s);
• Manages ensemble travel: Books hotels and buses, negotiates hotel and bus contracts, creates itineraries and rosters, assists with per diem paperwork, and manages university travel authorizations for all traveling staff/faculty; and
• Assists the Sr. Assoc. Director and Assistant Director with maintaining an inventory system for department resources.

Risk Management 

• Liaises between our department and Central Risk Management and Environmental Health and Safety offices;
• Ensures department is aware of commonwealth, university, and local laws and procedures;
• Briefs GME staff on changes to laws, policies, and procedures; and
• Distributes and collects risk forms and other waivers for GME ensemble activities.

Communications

• External: Assists senior leadership and the Sr. Media Producer with branding, messaging, and engagement/communications through the department’s main social media channels;
• Assists with department mailings and print materials;
• Websites: Manages the billing and general maintenance of GME websites. Contributes to editing website content in coordination with senior leadership and ensemble leaders; and
• Internal: Assists senior leadership with the coordination of ensemble/ department announcements via email, Mason 360, and social media sites. 

Required Qualifications:

• High school diploma or equivalent;
• Typically, 2-4 years as a general office administrator/manager;
• Proficiency in Microsoft Office and Google suites;
• Proficiency in communication and organizational skills;
• Ability to keep confidential information secure;
• Competence in public relations and customer service philosophies;
• Proficiency in communication with internal and external constituencies;
• Competence in databases, event software, web, and desktop publishing programs;
• Competence in proofreading and editing with attention to detail; and
• 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.

Preferred Qualifications:

• Bachelor’s degree in a relevant field such as business, arts management, music/arts education, or equivalent work experience;
• General office administration in a higher education environment preferred;
• Experience or knowledge in the performing arts (particularly in the marching/pageantry arts and/or sports entertainment);
• Experience in purchasing, eVA, state/commonwealth purchasing practices, and budget tracking;
• Experience driving small electric vehicles (golf carts), vans, and box trucks;
• Digital photo editing and uploading skills are helpful, but not required;
• Knowledge of NCAA Division I Intercollegiate Athletics (particularly Men’s and Women’s Basketball) preferred; and
• Demonstrated ability working with a diverse population of artists, students, faculty, staff, and community members.

Instructions to Applicants: 

For full consideration, applicants must apply for Operations Manager 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: February 9, 2026

For Full Consideration, Apply by:  February 27, 2026

Open Until Filled:  Yes