Operations Specialist

Department: Cross Functional

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 units directly under the Senior International Officer (SIO) are the Global Education Office (GEO) and International Enrollment Partnerships (IEP); in addition, there is close collaboration with other international-focused units at the university such as INTO Mason, Mason Korea, and Office of International Programs and Services (OIPS). These units collectively support the internationalization efforts of the university and in support GMU's Strategic Plan, serving both students studying abroad, as well as international students coming to Mason.

About the Position:

The primary purpose of this position is to manage and coordinate the daily administrative operations of the Global Education Office (GEO) to ensure smooth and efficient functioning. This includes supervising administrative activities, supporting human resources processes, managing non-programmatic fiscal responsibilities, and acting as a liaison with various stakeholders across the university. The position plays a critical role in maintaining the unit's effectiveness and contributes to achieving its goals in support of the university's internationalization efforts.

Responsibilities:

General Office Administration

• Coordinates all aspects of the office's daily operations, including effective communication with staff, faculty, administrators, and external stakeholders;
• Serves as the administrative liaison with university departments, such as facilities, telecommunications, IT services, and others;
• Ensures the organization and maintenance of the unit's shared drive, following established naming conventions for ease of information retrieval;
• Plans and facilitates staff meetings, including preparing agendas, taking notes, and ensuring follow-up on action items;
• Supports scheduling needs for senior leadership, including coordinating appointments and managing calendars; and
• Addresses complex administrative issues by analyzing information, identifying solutions, and implementing effective resolutions.

Human Resources Administration

• Oversees HR-related functions, including onboarding and offboarding processes for staff, faculty, adjunct faculty, and student employees;
• Serves as HR Search Coordinator, supporting recruitment processes by coordinating interviews, travel arrangements, and reimbursements for candidates;
• Maintains personnel records, ensuring compliance with university policies for telework agreements, training documentation, and performance evaluations;
• Facilitates access to systems and building resources for new hires and manages terminations when necessary; and
• Handles confidential HR matters with discretion and professionalism, providing guidance on policies and procedures.

Fiscal Support

• Serves as primary P-card holder for non-programmatic (Administrative, Marketing, Internship Career Fair) purchases;
• Responsible for P-card expenses/reconciliations in accordance with GMU and GEO policies;
• Assists with unit financial management oversight, including ensuring the timely submission of pre-travel authorizations via Mason Finance Gateway (MFG) prior to assisting with flight arrangements;
• Acting as a delegate as needed for non-GMU Academic Directors and acting as a delegate on expense reimbursements for same;
• Creates Administrative & Marketing Purchase Orders (via Purchase Requisition); and
• Reviews, approves (up to $5,000), and submits invoices to Accounts Payable.

Event Planning & Management

• Supports the Assistant Director, Strategic Marketing & Outreach with event planning, including two Study Abroad Fairs and any new unit-wide events; and
• Supports the Program Directors, Managers, and Administrators with all planning, coordination and execution of program-related events, including the Pre-Departure Orientation, Staff Retreats, Global Gateway galas, and any other special events throughout the calendar year including room reservations, parking, and catering arrangements.

Supervision of Student Office Assistants (OAs)

• Recruits, onboards, and supervises student wage employees who serve as the first point of contact for GEO visitors and inquiries;
• Develops work schedules, assigns tasks, and ensures adequate coverage for the office's reception and administrative needs;
• Provides ongoing training and mentorship to student workers to foster professional development and ensures high-quality support services; and
• Resolves scheduling conflicts and other operational challenges by applying problem-solving skills and prioritizing tasks effectively.

Required Qualifications:

• Associate's degree or equivalent combination of education and experience where knowledge of other cultures/languages was obtained;
• Knowledge of Microsoft Office Suite (Access, Excel, Office, Outlook, PowerPoint, and Publisher);
• Skill in effective time-management, with the ability to multi-task and orchestrate a variety of activities simultaneously;
• Skill in handling and prioritizing multiple requests;
• Ability to work effectively with staff and students from a wide variety of backgrounds and cultures.

Preferred Qualifications:

• Bachelor's degree or the equivalent combination of education and experience;
• Experience supervising staff;
• Considerable experience in higher education;
• Background in study abroad, higher education administration, experiential education or field studies;
• Knowledge of Banner, eVA, ChromeRiver, MicroStrategy, or other systems and software used primarily in higher education; and
• Knowledge of and experience with FERPA.

Instructions to Applicants:

For full consideration, applicants must apply for Operations Specialist at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date: February 17, 2025

Posting Close Date: February 28, 2025

Open Until Filled: No