Office Manager - Fairfax, United States - George Mason University

George Mason University

Verified Company

Fairfax, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Department:
Col of Humanities and Soc Science

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 mission of the College of Humanities and Social Sciences (CHSS) is to provide the intellectual foundation for undergraduate and graduate education at George Mason University, and to achieve national and international recognition in selected areas of graduate study and scholarship.

About the Position:

The Office Manager provides operational, financial, and equipment management support for the CHSS Dean's Office through tasks that include: coordinating with the HR team to assist with part-time and graduate student hiring in the office as well as assisting with onboarding of new staff, budget tracking and reconciliation, managing the annual equipment inventory process, handling purchasing of computer replacements for faculty and staff in the college, managing the loaner laptop program, serving as the point-of-contact for all purchasing needs within the office (PCard, eVA, etc.), and serving as telecom coordinator.

Responsibilities:

Office Administration, Operations, and Human Resources:

Attends Business Administrator Group meetings and other meetings as appropriate, and disseminates information to colleagues as applicable;
In coordination with the Dean's Office Human Resources team, processes the necessary hiring paperwork of new parttime wage employees and graduate assistants working within the Dean's Office;
In collaboration with the Dean's Office Human Resources team, participates, as needed, with onboarding new Dean's Office staff. This may entail Telecom requests, updating contact lists and listservs, and ordering any needed office supplies;
At least once per semester, reviews and organizes the supply room, ensuring adequate office supplies are available at all times. Coordinates with the Development Operations Manager and other staff as necessary to accomplish the organization task;
Coordinates, submits, and tracks progress, as necessary, related to facilities work orders and surplus requests. Requests made by Dean's Office staff should be handled in a timely fashion and all relevant updates should be communicated to the requestor;
Serves as the Telecom Coordinator for the Dean's Office, ensuring all requests related to office phone needs are managed in a timely manner. Tracking of requests in the Pinnacle system may also be required to ensure requests are managed appropriately;
Maintains various contact lists (Dean's Office staff, Chair and Directors, Office Managers), updating the lists as needed when changes occur. Ensures other lists are maintained as changes occur, including MS Teams, Blackboard organizations, etc. Distributes updated lists, as needed, to Dean's Office and other groups, as appropriate;
Maintains the college's faculty and staff listservs, updating at least once per Fall and Spring semester;
Serves as a backup for the Dean's Office key requests, as well as electronic building card access needs;
Serves as the Dean's Office Records Liaison, which includes preparing files for transfer to archive and creating and retaining the appropriate documentation. Ongoing training may be required for this role; and
Serves as a backup for frontoffice coverage. This may entail physically covering the reception desk during times of extended Office Assistant absences and absence of Administrative Assistant.

Purchasing, Annual Equipment Inventory, and Management of Loaner Laptop Program:

Serves as the Dean's Office expert in purchasing and accounts payable processes; serves as the point of contact for all purchasing needs in the Dean's Office, including but not limited to: PCard purchases, eVA payments, reimbursements for faculty and staff, and transactions within the Mason Finance Gateway system. Ensures proper utilization of PCard and eVA purchases, reconciles all charges, and submits for approval. Retains and keeps documentation organized in accordance with statues of Virginia;
In collaboration with the Director of Operations and Initiatives and the Associate Dean for Faculty Affairs, plans annual budget for Dean's Administration org and Faculty Affairs org, respectively. Maintains accurate financial records, tracks all funds for spending, performs financial reconciliations as required by fiscal policy, and conducts budget projections;
Serves as the college's point of contact for purchasing computer replacements. This entails multiple dimensions, including 1) identifying specifications for computer choices and getting necessary quotes from Patriot Tech; 2) providing CHSS units with a report giving the age of cur