Operations 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: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The units directly under the Senior International Officer (SIO) are the Global Education Office (GEO) and International Enrollment Partnerships (IEP); in addition, there is close collaboration with other international-focused units at the university such as INTO Mason, Mason Korea, and Office of International Programs and Services (OIPS). These units collectively support the internationalization efforts of the university and in support GMU's Strategic Plan, serving both students studying abroad, as well as international students coming to Mason.

About the Position:

The primary purpose of this position is to manage the unit's day-to-day operations (including some fiscal elements in conjunction with Provost Office Budget) and oversee projects with under the direction of the Administration, Finance and Human Resources Manager. This position is critical to ensuring the smooth daily operations of a fast-paced and constantly changing unit. This position reports to the Manager, Administration, Finance and Human Resources, but also collaborates with GEO Senior Leadership Team, including the SIO & Executive Director; Associate Directors and Assistant Directors related to the GEO operational functions. This position's responsibilities include, but are not limited to, ensuring efficient office administration and faculty contracts, performing HR tasks related to GEO student wage. non-student wage, graduate professionals, staff, faculty and adjunct faculty. Additionally, this position is responsible for monitoring and maintaining equipment and other resource inventories, as well as serving as the unit's administrative liaison across Mason, including facilities, telecommunications, information technology, key/card access, print services, surplus, etc.

Responsibilities:

General Office Management

• Coordinates all aspects of GEO's office operations and logistics including maintaining effective communication with internal Mason stakeholders (e.g., staff, faculty, and administrators);
• Works with the Director of Operations on developing and maintaining unit processes and procedures documentation and implementing efficient solutions;
• Represents GEO at Fiscal Services Connection Network (FSCN) meetings and in coordination with the Director of Operations & Fiscal Specialist, interprets relevant university and commonwealth policies as they relate to international travel, purchasing, accounts payable, p-card administration, and any new systems implemented that may impact GEO's processes and procedures;
• Liaises with Information Technology Services (ITS), Human Resources (HR), and Telecom to ensure adequate functions at GEO;
• Maintains GEO's shared drive ensuring naming conventions are followed for ease of information retrieval;
• Facilitates mailing materials to international providers and partners as needed; and
• Solicits, and communicates agenda items, in addition to acting as notetaker for all GEO staff meetings. Facilitates the scheduling of special appointments for the GEO Senior Leadership Team (SLT) where needed. Serves as scheduling coordinator/calendar manager for both the SIO/ED and the Director, IEP. 

HR Administration

• Coordinates all HR-related functions within GEO for all employees and related instructional faculty (Academic Directors & Global Gateway instructors), including onboarding and off boarding;
• Serves as HR Search Coordinator for GEO. Coordinates with search committees and hiring authorities, including scheduling phone, zoom and/or on-campus interviews, making lodging arrangements, securing interview space, and reimbursements for non-local candidates;
• Maintains personnel data and records for all members of the GEO including personnel records, annual performance evaluations, telework and flex work agreements, and applicable training documentation;
• Submits EPAFs for all adjunct faculty (academic directors), internship mentors, graduate professional employees, non-student wage employees, and student wage employees hired by GEO;
• Ensures employee access to all necessary systems (i.e., MESA) and buildings has been established or terminated as necessary;
• Prepares and tracks requests to Student Centers and Key Control for appropriate accesses and security; and
• Develops and maintains effective working relationships with the Provost's Office Budget Team (POBA), Purchasing, Accounts Payable, and Central HR unit. 

Fiscal Support

• Serves as primary P-card hold for non-programmatic (Administrative, Marketing, Internship Career Fair) purchases;
• Supports the receipt, processing, and routing of payments for GEO programs, including cash deposits and tracking refunds due to GEO from vendors;
• Assists with unit financial management oversight, including ensuring the timely submission of pre-travel authorizations via Mason Finance Gateway (MFG) prior to assisting with flight arrangements. Will act as delegate as needed for non-GMU Academic Directors and, acting as delegate on expense reimbursements for same;
• Responsible for P-card expenses/reconciliations in accordance with GMU and GEO policies;
• Creates administrative & marketing Purchase Orders (via Purchase Requisition);
• Reviews, approves (up to $5,000), and submits invoices to Accounts Payable;
• Submits Payment Request Forms to Accounts Payable;
• Assists in the processing of Journal Vouchers (JVs) where warranted, i.e., each term requesting budget transfers from GEO to Host Program unit Org Codes and transferring funds for Administrative Fees and insurance to GEO from Host Programs, and processes JVs for keying errors; and
• Responsible for monthly reconciliation and distributes to each unit manager before review and approval. 

Event Planning & Management

• Supports the Marketing & Outreach Manager with event planning, including two Study Abroad Fairs and any new unit-wide events; and
• Supports the Program Directors, Managers, and Administrators with all planning, coordination and execution of program-related events, including the Pre-Departure Orientation, Staff Retreats, Global Gateway galas, and any other special events throughout the calendar year including room reservations, parking, and catering arrangements. 

Supervision of Student Office Assistants (OAs)

• Responsible for both hiring, onboarding, and offboarding of student wage employees (OAs). The OAs are the first line of contact for visitors to the office and communication via telephone and the main email for GEO;
• Advertises positions on Handshake and/or receives referrals from faculty, staff or other students. Screens resumes, interviews candidates, and makes written offers to new OAs to ensure timely hiring and avoid gaps in coverage for the main reception area;  and
• Coordinates work schedules of OAs and assigns to GEO teams for delegating assignments/tasks. 

Required Qualifications:

• Associate's degree or equivalent combination of education and experience where knowledge of other cultures/languages was obtained;
• Knowledge of Microsoft Office Suite (Access, Excel, Office, Outlook, PowerPoint, and Publisher);
• Skill in effective time-management, with the ability to multi-task and orchestrate a variety of activities simultaneously;
• Skill in handling and prioritizing multiple requests; and
• Ability to work effectively with staff and students from a wide variety of backgrounds and cultures.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Bachelor’s degree or the equivalent combination of education and experience;
• Experience supervising staff;
• Considerable experience in higher education;
• Background in study abroad, higher education administration, experiential education or field studies;
• Knowledge of Banner, eVA, ChromeRiver, MicroStrategy, or other systems and software used primarily in higher education; and
• Knowledge of and experience with FERPA.

Instructions to Applicants: 

For full consideration, applicants must apply for Operations Specialist 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: October 4, 2024

Posting Closing Date:  October 18, 2024

Open Until Filled:  No