Hybrid Office Manager, Grants & Operations Lead

George Mason University; Fairfax (VA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

George Mason University’s Institute for Immigration Research in Fairfax, VA seeks an Office Manager to provide operational and administrative support, coordinate HR processes for research staff, and assist with budgeting and procurement.

The position oversees purchasing, grants administration support, event planning, calendar management, IT coordination, and compliance with CHSS policies; requires strong organizational skills and ability to work occasional nights and weekends.

Qualifications

• High school diploma or equivalent.
• Minimum of 3 years of experience in management or fiscal services.
• Knowledge of budgeting, financial management, and purchasing.
• Knowledge of Microsoft Office suite, Outlook calendar system, file management platforms, Adobe Acrobat, and Canva.
• Excellent interpersonal and communication skills, including the ability to write clearly and accurately.
• Skilled at event coordination and promotion.
• Skilled at meeting/event coordination.
• Ability to prioritize multiple tasks and work well within deadlines.
• Demonstrated ability to troubleshoot problems independently; and
• Ability to work occasional nights and weekends for IIR–hosted events.

Responsibilities

• Supports the Director with budgeting, forecasting, accounting, and Advisory Board reporting.
• Serves as IIR’s expert in purchasing and accounts payable processes.
• Serves as the point of contact for all purchasing needs in the IIR.
• Processes necessary hiring and paperwork of all staff and assists with onboarding new IIR staff.
• Ensures proper utilization of P-Card and eVA purchases.
• Reconciles all charges and submits for approval; and
• Manages the faculty affiliation process.
• Provides oversight and support of research grants financial management for compliance with sponsor, University, state, and federal guidelines.
• Assists the IIR Director, Assistant Director, and research faculty with the preparation and submission of grant proposals to the Office of Sponsored Programs (OSP); and
• Manages purchasing, hiring, accounting, and other financial details of grant funded projects.
• Coordinates, schedules, and manages agendas for IIR staff, planning, training, and other meetings as needed.
• Manages IIR staff and public-facing calendar.
• Coordinates scheduling, technical support, licensing, sponsorships, space coordination, signage, software access; food and beverage purchase, and set-up and breakdown for events; and
• Manages promotion and communication for events and projects.
• Oversees Communication And Website
• Maintains various contact lists and generic emails, updating the lists and passwords as needed when changes occur;
• Oversees the IIR website and assists with content management and updates; and
• Supervises the Graduate Research Assistant (GRA) in producing regular social media posts.
• Work Orders, Records, And IT
• Coordinates all work orders (e.g., computer, keys, facilities);
• Retains documentation organized in accordance with the statues of Virginia;
• Serves as the IIR’s point of contact for purchasing computers, other technology, post-award research needs, and office supplies; and
• Manages the annual equipment inventory process.
• CHSS Policies And Procedures
• Attends the CHSS Business Administrator Group and other meetings, and disseminates information to IIR staff and affiliates;
• Maintains up-to-date training and knowledge of all relevant CHSS policies and processes; and
• Ensures IIR staff and projects are compliant.

Skills

Budgeting

Financial management

Purchasing

MS Office

Outlook calendar

Adobe Acrobat

Canva

Event coordination

Communication

Organization

Time management

Education

Bachelor's degree

Tools

MS Excel

Banner

eVA purchasing

P-Card reconciliation

Mason systems

Job description

George Mason University’s Institute for Immigration Research in Fairfax, VA seeks an Office Manager to provide operational and administrative support, coordinate HR processes for research staff, and assist with budgeting and procurement.

The position oversees purchasing, grants administration support, event planning, calendar management, IT coordination, and compliance with CHSS policies; requires strong organizational skills and ability to work occasional nights and weekends.