Operations Specialist

Department: University Life (UL)

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

Payband: 03

Salary: Salary range starting in the mid $50k's; commensurate with education and experience

Criminal Background Check: Yes

Works with Minors Background Check: Yes

About the Department:

The Early Identification Program (EIP) is George Mason University's college access program, which encourages the academic advancement of students who are the first in their families to attend college. EIP inspires students towards higher education and assists them to be equipped with the knowledge and skills to become productive and responsible global citizens. The program is designed to support students through program-sponsored activities, which include: weekly tutoring/mentoring, Saturday sessions about college admissions, financial aid, goal setting, study skills, academic preparation in math and science, and a family workshop for students and parents.

About the Position:

The Operations Specialist manages the administrative functions underpinning the service mission of the office and oversees front-line operations, purchasing, telecommunications, inventory control, scheduling, and the supervision of student workers. The Operations Specialist provides support to the Executive Director and staff with completion of projects and executing events. This position reports to and is evaluated by the Executive Director.

Responsibilities:

• Monitors the daily workflow of the office for efficiency and productivity:

• Helps to ensure that the services of the office are provided to program partners, students, and staff;

• Oversees front-line services, including general office phone and e-mail inquiries, scheduling of appointments, collection and pick-up of documents, and communication to program partners, inclusive of students and families;

• Answers questions and inquiries regarding the Early Identification Program (EIP) and its program components;

• Hires, trains, supervises and evaluates Office Assistants:

• Ensures that the front desk is staffed during business hours;

• Monitors the quality of each student's work, making sure it is professional and represents the excellence expected of all EIP employees;

• Provides student employees professional guidance, delegating, and directs student staff in implementing key service functions;

• Monitors and approves time records of student work hours and other support staff;

• Oversees purchasing and maintenance of inventory of office equipment and supplies:

• Ensures that equipment is functioning properly and requests equipment repair when needed;

• Serves as liaison with other administrative offices including Telecommunications, ITU, Facilities and Housekeeping, and Camps and Enrichment Programs, contacting these units when their services are needed and keeping the Executive Director appropriately informed about issues and concerns;

• Purchases supplies, submits service requests and purchase orders and arranges travel;

• Manages the program's state vehicle usage and maintenance;

• Oversees the maintenance of student files, including the annual archiving process:

• Ensures that files are created for incoming students, that documents prepared for student pick-up are appropriately filed, and that student files are stored correctly so they can be retrieved when needed;

• Ensures that student workers follow appropriate security procedures so that confidential data is secure;

• Provides logistical support for programs and works closely with the Associate Director and program staff in requesting and reserving space, arranging catering and event services for functions;

• Works with public-school partners to arrange transportation to events, and works with program staff to ensure proper procedures are followed that ensures student safety and compliance;

• Works closely with the Budget Specialist to ensure all purchases and expenses are tracked, supplies are accounted for, and the program is in compliance with purchasing and other fiscal policies;

• Manages the P-Card and is adept at navigating portals to ensure seamless operations; and

• Makes recommendations for procedural changes to improve service functions and operational flow in the delivery of services programmatically and operationally.

Required Qualifications:

• Associate's degree in a related field, or equivalent combination of education and experience;

• Experience in delivering high-level customer service;

• Experience with purchasing and expense tracking systems;

• Experience supervising front desk staff;

• Experience work in a fast-paced office environment;

• Experience managing multiple priorities and meeting deadlines;

• Knowledgeable of state purchasing systems;

• Ability to navigate Banner and other systems of record and customer resource management systems;

• Ability to navigate systems designed to track and monitor expenses;

• Ability to train front desk staff and implement best practices as it pertain to customer service;

• Ability to manage multiple tasks with attention to detail; and

• Ability to communicate clearly, and draft clear and coherent emails and other forms of correspondence.

Preferred Qualifications:

• Bachelor's degree in a related field;

• Bi-lingual with the ability to fluently speak, read, and write in Spanish;

• Knowledge of university and state purchasing systems; and

• Ability to self-manage and own work and functional areas.

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 and resume.

Posting Open Date: June 11, 2024

For Full Consideration, Apply by: June 26, 2024

Open Until Filled?: Yes