Office Manager - Virginia Beach, United States - Virginia Jobs

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:

• Serves as the search coordinator for the Dean's Office hiring. Works directly with the search committee chair to outline the timeline of the search, communicating as necessary with the search committee and the candidates regarding meetings and interviews, handles logistics of interviews, and follows up with appropriate parties as necessary. Arranges travel for candidates, if required;
• 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 part-time 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 back-up 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 front-office 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 current computers and sending call for requests for eligible replacements; 3) identifying new faculty/staff that will receive a computer; 4) reviewing requests and identifying those that will be purchased according to college policy; 5) submitting purchase orders via eVA for each CHSS unit; 6) tracking receipt of computers in CHSS units and assign barcodes when computers are delivered; 7) maintaining the supply of barcode tags from Fixed Assets, completing required spreadsheet, returning to Fixed Assets when barcode supplied is depleted, and requesting additional barcode tags; and 8) approving invoices as received and reconciling purchases when needed;
• Serves as the college's point of contact for the annual equipment inventory process. This entails running a report identifying equipment that must be/should be inventoried annually; creating a schedule for all units to use the college's equipment scanner; working with the units to find missing equipment as necessary; and serving as the point of contact, communicating directly with Fixed Assets to complete the annual inventory process; and
• Manages the college's supply of extra laptops for use by units when necessary. This may entail routine inspection of equipment, ensuring faculty/staff can logon to PCs (and if they are no longer supported by MESA, submitting a ticket to get the computer back on MESA).

Travel Coordination and Back-up for Scheduling:

• Serves as the travel coordinator for the Dean's Office. Coordinates and processes domestic and international travel arrangements for Deans, staff, or interview candidates. Ensures all travel authorization and reimbursements are managed in an accurate and timely manner. Serves as a resource for office staff related to travel inquiries;
• Serves as a back-up to the Administrative Assistant in any scheduling needs related to the Dean's calendar or Senior Staff calendars; and
• Serves as a back-up for scheduling needs related to conference rooms and off-campus site locations.

Required Qualifications:

• High school diploma or equivalent;
• Office administration experience;
• Independent, self-starter with solid organizational skills, attention to detail, and ability to perform efficiently in an active, priority-changing atmosphere;
• High level of professionalism and customer-service orientation;
• Ability to maintain excellent working relationships with other employees and outside contacts;
• Skilled performance in a high-profile, deadline-driven, detail-oriented, service-focused work environment;
• Advanced oral and written communication skills are essential;
• Proficiency in MS Office skills;
• Ability to analyze and prioritize multiple tasks, make decisions, and meet deadlines;
• Capable of shifting priorities as required, responding in a timely and professional manner to unanticipated new assignments;
• Willing to seek direction and professional development/training opportunities;
• Proven persistence in organizational problem-solving; and
• Ability to manage and complete special projects independently.

Preferred Qualifications:

• Bachelor's degree in a related field;
• Experience working in a higher-education setting;
• Demonstrated skills in fiscal management, office management, and human resources;
• Experience with Banner, Excel, VA Commonwealth's eVA purchasing system, and Bank of America PCard reconciliation system; and
• Knowledge of university policy, procedures, practices, and university organization.

Instructions to Applicants:

For full consideration, applicants must apply for the Office Manager at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

Posting Open Date:April 15, 2024

For Full Consideration, Apply by:May 24, 2024

Open Until Filled?:Yes