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Administrative Operations Coordinator

2 months ago

SaintBrieuc, Bretagne, United States George Mason University Full time

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)

Workplace Type: Hybrid Eligible

Payband: 03

Salary: Competitive salary range based on qualifications and experience.

Criminal Background Check: Required

Works with Minors Background Check: Required

About the Department:

The Early Identification Program (EIP) at George Mason University is dedicated to enhancing the academic journey of students who are the first in their families to pursue higher education. EIP fosters a supportive environment through various initiatives, including tutoring, mentoring, and workshops focused on college readiness.

About the Position:

The Operations Specialist is responsible for managing the essential administrative functions that support the office's mission. This role involves overseeing daily operations, procurement, communication systems, inventory management, scheduling, and supervising student employees. The position works closely with the Executive Director and contributes to project completion and event execution.

Key Responsibilities:

  • Oversee daily office operations to ensure efficiency and productivity:
    • Facilitate service delivery to program partners, students, and staff;
    • Manage front-line services, including phone and email inquiries, appointment scheduling, and document handling;
    • Respond to inquiries regarding the Early Identification Program (EIP) and its offerings;
  • Recruit, train, supervise, and evaluate Office Assistants:
    • Ensure front desk coverage during business hours;
    • Monitor the quality of student work to uphold professional standards;
    • Provide guidance and direction to student staff in executing key service functions;
    • Manage time records for student employees;
  • Oversee procurement and inventory management:
    • Ensure proper functioning of office equipment and coordinate repairs as necessary;
    • Act as a liaison with administrative offices for service requests;
    • Manage purchasing, service requests, and travel arrangements;
    • Oversee vehicle usage and maintenance for program-related travel;
  • Maintain student files and manage the archiving process:
    • Ensure proper documentation for incoming students and secure storage of files;
    • Implement security protocols to protect confidential information;
  • Provide logistical support for programs, collaborating with staff on space reservations and event services;
  • Coordinate transportation with public-school partners for events, ensuring compliance with safety procedures;
  • Work with the Budget Specialist to track expenses and ensure compliance with fiscal policies;
  • Manage the P-Card and navigate systems for operational efficiency;
  • Recommend procedural improvements to enhance service delivery.

Required Qualifications:

  • Associate's degree in a relevant field or equivalent experience;
  • Proven experience in high-level customer service;
  • Familiarity with purchasing and expense tracking systems;
  • Experience supervising front desk operations;
  • Ability to thrive in a fast-paced office environment;
  • Strong organizational skills to manage multiple priorities;
  • Knowledge of state purchasing protocols;
  • Proficient in navigating various record-keeping systems;
  • Effective communication skills for drafting correspondence;
  • Attention to detail in managing tasks.

Preferred Qualifications:

  • Bachelor's degree in a related field;
  • Fluency in Spanish;
  • Knowledge of university and state purchasing systems;
  • Ability to work independently and manage functional areas.