Office 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

Department: Col of Humanities and Soc Science

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

Sponsorship Eligibility: Not eligible for visasponsorship

Pay Band: 04

Salary: Salary commensurate with education andexperience

Criminal Background Check: Yes

About the Department:

The Institute for Immigration Research (IIR) is a multidisciplinaryresearch institute at George Mason University. The IIR’s mission isto generate and amplify relevant research on immigrants andimmigration to the United States through engaging with andeducating the public, policymakers, and the next generation ofmigration researchers.

The IIR is located on the campus of George Mason University inFairfax, Virginia, outside the nation’s capital, Washington, DC.Its strategic location allows the IIR to draw on unparalleledacademic, government, and private resources to advance its missionin research, education, and professional opportunities for currentand future scholars of immigration studies. Through research,conferences, workshops, lectures, and other events, the IIR is ableto engage in community outreach with one of the most diversepopulations in the United States.

About the Position:

The Office Manager provides operational and administrative supportfor the Institute for Immigration Research (IIR). The positioncoordinates with the College of Humanities and Social Sciences(CHSS) HR team to assist with research staff, part-time andgraduate student hiring, and onboarding of new staff; supports theDirector with financial management of all center funds includingbudgeting, forecasting, and Advisory Board reporting; offersguidance and support to graduate and undergraduate students in IIRrelated tasks; provides IIR sponsored event coordination support;manages equipment and the annual equipment inventory process;serves as the point of contact for all purchasing needs within theoffice (P-Card, eVA, etc.); and serves as the technical point ofcontact and telecom coordinator.

Responsibilities:

Fiscal Management, Financial Processes, and Human Resources:

• Supports the Director with budgeting, forecasting, accounting,and Advisory Board reporting;
• Serves as IIR’s expert in purchasing and accounts payableprocesses;
• Serves as the point of contact for all purchasing needs in theIIR;
• Processes necessary hiring and paperwork of all staff andassists 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.

Grants Administration and Proposal Support:

• Provides oversight and support of research grants financialmanagement for compliance with sponsor, University, state, andfederal guidelines;
• Assists the IIR Director, Assistant Director, and researchfaculty with the preparation and submission of grant proposals tothe Office of Sponsored Programs (OSP); and
• Manages purchasing, hiring, accounting, and other financialdetails of grant funded projects.

Coordinates Annual Calendar, Event and Project Planning, andSupports IIR 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; foodand beverage purchase, and set-up and breakdown for events;and
• Manages promotion and communication for events andprojects.

Oversees Communication and Website:

• Maintains various contact lists and generic emails, updatingthe lists and passwords as needed when changes occur;
• Oversees the IIR website and assists with content managementand updates; and
• Supervises the Graduate Research Assistant (GRA) in producingregular social media posts.

Work Orders, Records, and IT:

• Coordinates all work orders (e.g., computer, keys,facilities);
• Retains documentation organized in accordance with the statutesof 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 othermeetings, and disseminates information to IIR staff andaffiliates;
• Maintains up-to-date training and knowledge of all relevantCHSS policies and processes; and
• Ensures IIR staff and projects are compliant.

Required Qualifications:

• High school diploma or equivalent;
• Generally, a minimum of 3 years of experience in management orfiscal services;
• Knowledge of budgeting, financial management, andpurchasing;
• Knowledge of Microsoft Office suite, Outlook calendar system,file management platforms, Adobe Acrobat, and Canva;
• Excellent interpersonal and communication skills, including theability to write clearly and accurately;
• 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 withindeadlines;
• Demonstrated ability to troubleshoot problems independently;and
• Ability to work occasional nights and weekends for IIR-hosted events.

Preferred Qualifications:

• Bachelor's degree in a related field;
• Experience working in a higher education setting;
• Experience with MS Excel, Banner, VA Commonwealth's eVApurchasing system, and Bank of America P-Card reconciliationsystem;
• Knowledge of George Mason University or other universitysystems (Banner, Mason Finance Gateway, PageUp, MESA,MicroStrategy, etc.);
• Knowledge of webinar and virtual meeting organization (MSTeams, Zoom);
• Knowledge of web design and maintenance (experience with GeorgeMason CHSSWeb strongly preferred);
• Some knowledge of U.S. immigration history and policy;
• Ability with grant management and proposal support in anacademic or non-profit environment; and
• Ability in the development of promotional materials.

Mason Ad Statement

George Mason University is a nationally ranked R1 researchuniversity committed to creating a more just, free, and prosperousworld. With 40,000 enrolled students, George Mason is the largestand most diverse public research university in Virginia, offeringdegree programs at the master's, doctoral, and professional level,along with certificates and credentials.

George Mason fosters an All Together Different environment forstudents, faculty, and staff, driven by our core beliefs. Webelieve in inclusivity over exclusivity; we believe in advancingour mission by being willing to take risks, not avoiding them; andwe believe our best work is possible when we apply our diversity oforigin, identity, circumstance, and thought.

Equity Statement

George Mason University is an equal opportunity/affirmative actionemployer, committed to promoting inclusion and equity in itscommunity. All qualified applicants will receive consideration foremployment without regard to race, color, religion, sex, sexualorientation, gender identity, national origin, age, disability orveteran status, or any characteristic protected by law.

Campus Safety Information

Mason’s Annual Security and Fire Safety Report is available athttp://police.gmu.edu/annual-security-report/