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Administrative and Financial Operations Coordinator

2 months ago


Reston, Virginia, United States Commonwealth of Virginia Full time

Department: College of Engineering and Computing

Classification: Administrative 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 Electrical and Computer Engineering (ECE) Department is dedicated to providing education and conducting research in the expansive domains of Electrical and Computer Engineering. Alongside its own undergraduate and graduate programs, the ECE Department collaborates with other disciplines within the College of Engineering and Computing, fostering interdisciplinary education and research. The department maintains strong partnerships with various fields such as Bioengineering, Computer Science, Cyber Security Engineering, Information Sciences and Technology, and Mechanical Engineering. Our educational programs emphasize hands-on projects and activities, integrating interdisciplinary courses into the curriculum. Numerous students have successfully graduated from our accredited programs, embarking on rewarding careers in engineering and related sectors.

About the Position:

The role of the Administrative and Financial Operations Coordinator is to manage the overall administrative and financial functions of the department. The incumbent will be tasked with coordinating departmental events, assisting ECE faculty and leadership with purchasing needs, and reconciling departmental expenses and travel arrangements.

Please note that this position is not fully remote; however, it is conducive to telework. Depending on departmental needs, telework may be available 1-3 days per week.

Responsibilities:

Purchasing:

Oversee purchasing for faculty and student research initiatives, including senior design projects; Conduct monthly reconciliations of all departmental purchases; Monitor budgets on a bi-monthly basis; Maintain organized filing systems for reconciled records; Keep department leadership informed of daily operational matters; and Act as the primary liaison with the College Financial Team, Mason Fiscal Services, Travel Office, and GMU Foundation.

Office and Administrative Support:

Provide administrative support for faculty and student needs; Plan and coordinate catering for departmental events and outreach programs; Manage travel arrangements and reimbursements for non-GMU individuals; Ensure timely follow-up on critical issues, regularly checking in with the Travel Office and Accounts Payable regarding request statuses; and Participate in regular training sessions on Travel and Purchasing to remain updated on university procedures and regulations.

Additional Program Assistance:

Facilitate requests for access cards; Coordinate telecommunications for the department; Update and manage the ECE website; Assist with answering office phone inquiries; and Perform other duties as assigned.

Required Qualifications:

High school diploma or equivalent; Experience in procurement and financial transaction processing; Proficiency in creating spreadsheets using Excel; Ability to work independently and meet deadlines; Strong attention to detail; Experience supporting diverse stakeholders with effective communication; Proficient in Microsoft Office, particularly MS Excel; Knowledge of financial data analysis, purchasing, and expense monitoring; Management of sensitive and confidential information; Strong written and verbal communication skills; Excellent organizational skills; and Proven problem-solving and analytical capabilities.

Preferred Qualifications:

Bachelor's degree in a relevant field; Experience in a higher education environment, especially with financial duties; Familiarity with Mason Finance Gateway, Ellucian Banner, and MicroStrategy; Experience with Banner, Small Purchase Cards using Works, and purchasing via eVA; Proficient in Microsoft Office Suite; experience with MS Teams for collaboration; Experience in monthly financial reconciliation; Experience in processing journal vouchers; Experience in budget monitoring; Knowledge of P-Card and travel expense reimbursement processes; and Understanding of accounting, finance, or business management, preferably in higher education.

Instructions to Applicants:

For full consideration, applicants must apply for the Administrative and Financial Operations Coordinator position by submitting an online application, including three professional references with contact information, a cover letter, and a resume.

Mason Engineering: The Future of Engineering is Here About the College

The College of Engineering and Computing (CEC) at George Mason University is a rapidly growing leader in research and education. It is nationally ranked in the top 100 for both undergraduate and graduate education, with a record enrollment of 10,933 students in fall 2023. The college offers 34 undergraduate, master's, and doctoral degree programs, including several innovative first-in-the-nation offerings. With 320 full-time faculty members, including tenured, tenure-track, term, and research faculty, the college is recognized for its excellence in research. CEC research teams have secured $65 million in sponsored research awards in the past year, with over $119 million in current and anticipated awards. The college excels in research areas such as artificial intelligence, data analytics engineering, cybersecurity engineering, biomedical imaging and devices, healthcare, autonomous systems, and sustainable infrastructure.

About the University and the Region

George Mason University is the largest and most diverse public research university in Virginia, with over 40,000 students enrolled in more than 200 degree programs. Mason is known for its innovative and entrepreneurial spirit, classified as an R1 research institution by the Carnegie Classifications of Institutes of Higher Education. The university has campuses in Fairfax, Arlington, and Prince William County, providing unmatched access to federal agencies and national laboratories. Northern Virginia is home to a significant concentration of high-tech firms, offering excellent opportunities for industry interaction. The region is consistently rated among the best places to live in the country, with an outstanding local public school system.

About the Future

In light of Amazon's decision to establish a second headquarters in Northern Virginia, the Commonwealth of Virginia has announced a multi-year plan to enhance degree programs in computing. Consequently, Mason is committed to expanding its capacity in computing and high-tech fields. Among the university's exciting initiatives is the launch of the Institute for Digital Innovation—a think tank and incubator for the digital economy—and the expansion of Mason Square, which houses its Arlington facilities. In 2025, a new 355,000 square foot building will open, featuring state-of-the-art classrooms, labs, and collaborative spaces, reflecting significant investment by Mason to elevate its national position in computing and related areas.