Hybrid Operations & Grants Manager

George Mason University; Chantilly (VA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

The Office Manager at George Mason University's Institute for Immigration Research (IIR) provides operational and administrative support, coordinating with CHSS HR, assisting hiring and onboarding, and managing budgets and advisory reporting. The role also supports grants, event planning, IT, and communications for IIR projects.

Based in Fairfax, VA, with a hybrid work arrangement, the position involves coordinating calendars, purchases, and staff tasks while ensuring compliance with university

Qualifications

• High school diploma or equivalent.
• Generally, a minimum of 3 years of management or fiscal services experience.
• Knowledge of budgeting, financial management, and purchasing.
• Proficient with Microsoft Office, Outlook, file management platforms, Adobe Acrobat, and Canva.
• Excellent interpersonal and communication skills.
• Skilled at event coordination and promotion.
• Skilled at meeting/event coordination.
• Strong organizational abilities (calendar, project management, files, time management, project coordination).
• Ability to prioritize multiple tasks and work well with deadlines.
• Demonstrated ability to troubleshoot problems independently; and
• Ability to work occasional nights and weekends for IIR-hosted events.

Responsibilities

• Supports 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.
• 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.
• Coordinates all work orders (e.g., computer, keys, facilities);
• Retains documentation organized in accordance with the statutes 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.
• 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

Communication

Event coordination

Organizational skills

Multitasking

Education

Bachelor's degree in a related field

High school diploma or equivalent

Tools

MS Excel

Banner

VA eVA purchasing system

P-Card reconciliations system

George Mason University systems (Banner, Mason Finance Gateway)

Microsoft Teams

Zoom

Web design and maintenance (CHSSWeb)

Job description

The Office Manager at George Mason University's Institute for Immigration Research (IIR) provides operational and administrative support, coordinating with CHSS HR, assisting hiring and onboarding, and managing budgets and advisory reporting. The role also supports grants, event planning, IT, and communications for IIR projects.

Based in Fairfax, VA, with a hybrid work arrangement, the position involves coordinating calendars, purchases, and staff tasks while ensuring compliance with university