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Office Manager

Office Manager

Virginia Department of Human Resource ManagementFairfax, VA, US
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Office Manager

The Office Manager is responsible for the daily execution as well as coordination of administrative and program support operations to ensure that the service needs of both faculty and students of the department are met. The position works with considerable independence and is responsible for a broad range of tasks critical to the department's administrative integrity and procedures related to the needs of the faculty, the students, and programs.

  • Please note that this is not a 100% remote / virtual position, but it is telework-friendly. Depending upon your department / office, with the chair's approval, you may have the option to telework up to 1 day a week in selected weeks.

Responsibilities : Management

  • Serves as administrative assistant to Department Chair, including correspondence, scheduling, and screening of calls, as well as providing administrative support for faculty annual evaluations;
  • Provides office management, including the maintenance of supplies and equipment, oversight, supervision, and training of other office staff and student wage positions;
  • Collects and maintains faculty records, including transcripts, curricula vitae, and current syllabi;
  • Processes employee and student wage assignments; and acts as a Telecom Coordinator;
  • Working with other office staff, submits work order requests and room reservations; and
  • Schedules or coordinates the department meetings and events, such as, external advisory committee meetings, travel and agendas for visitors to the department, including job candidates and seminar speakers; issues swipe and key access requests, and manages space needs for incoming faculty and graduate teaching assistants.

    • Financial and HR

  • Processes graduate (teaching) assistants, adjunct and faculty appointments, letters, contracts, and payroll. Processes affiliate faculty appointments;
  • Responsible for monitoring ledger accounts and budget, and processing revenues and accounts payable;
  • Responsible for reconciling department accounts;
  • Reviews and processes travel documentation and reimbursements; and
  • Maintains student and faculty files and records consisting of official and confidential information.

    • Operational : Works with other office staff and faculty for the following

  • Assists in updates of the university catalog;
  • Assists with administrative upload during assessment periods;
  • Serves as a scheduling coordinator and arranges reservations and upkeep for electronic classes; and
  • Updates publication information, ensuring correct information is used for annual reports, promotion programs, and department correspondence.

    • Student specific

  • Works with other office staff and program directors for the following :
  • Reviews specific requests to determine the best possible means to meet the students' needs; directs inquiries and makes referrals promptly after determining the best way to meet the students' needs;
  • Provides the statistics program and certificate information as requested, if the Academic Advisor is absent; and
  • Maintains student records, including current and former Statistics students.

    • Other related duties as assigned by the Chair or Associate Chair(s)

    Required Qualifications :

  • Experience serving in an administrative position;
  • Experience with processing of financial transactions including purchasing of goods and services, travel reimbursements, and reconciliations of accounts and funds;
  • Experience with the processing of human resource transactions;
  • Experience with word processing, spreadsheets, databases, e-mail, and web-related applications such as Zoom;
  • Strong interpersonal and communication skills (verbal and written);
  • Detail-oriented with excellent organizational skills;
  • Demonstrated initiative and problem-solving skills;
  • Demonstrated customer service and diplomacy skills;
  • Proven ability to manage multiple tasks effectively;
  • Proven ability to work well in a diverse community; and
  • Proven ability to learn and adapt to new technology and systems.

    • Preferred Qualifications :

  • Bachelor's degree in related field;
  • Experience managing sensitive and confidential materials related to faculty and students;
  • Prior experience working in a higher education environment;
  • Prior experience fostering positive working relationships.
  • Knowledge of GMU academic policies and procedures; and
  • Excellent IT skills with proficiency in digital platforms and tools for virtual collaborations and communication, as well as Microsoft Office or similar software.

    • Instructions to Applicants :

    For full consideration, applicants must apply for Office Manager 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 for review.

    Review of application will continue until the position is filled.

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