Office Manager

Department:
Provost and Executive VP

Classification:
Gen Admin Supv 1/Coord 1

Job Category:
Classified Staff

Job Type: Full-Time

Work Schedule:

Full-time (1.0 FTE, 40 hrs/wk)

Location:

Fairfax, VA

Workplace Type:
On Site Required

Sponsorship Eligibility:
Not eligible for visa sponsorship

Pay Band: 04

Salary:
Salary commensurate with education and experience

Criminal Background Check:
Yes

Financial Background Check:
Yes

About the Department:

The Office of the Provost is tasked with providing leadership and service to achieve the academic mission of the University. This requires a relationship with academic and research offices, colleges, departments, and institutes.

About the Position:

The Office of the Provost Office Manager is an experienced administrative professional that provides comprehensive support across the Provost area. The position serves as a central point of contact for the office, offering administrative, fiscal, facilities, and event coordination support. Responsibilities include managing office operations, supervising wage employees, coordinating reception coverage, handling correspondence, organizing travel and reimbursements, supporting budget and purchasing activities, and providing information and guidance to staff within the Provost area.

The Office Manager works closely with the Director of Provost Administration and Operations, keeping them informed and up to date on all office operations, initiatives, and activities to ensure effective coordination and decision-making. The position will become the primary point of contact and source of information that connects the Office of the Provost with the George Mason University academic and administration community and local communities.

Responsibilities:

Operations:

Serves as the general point of contact for the office in the areas of organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. This includes designing and implementing office policies, establishing standard operating procedures to minimize duplicative efforts, and providing support to all members of the office. Manages coordination of the following for the Provost Office:

* Supervision of Wage Support - recruits, trains, schedules, and supervises wage employees. This includes assigning tasks, monitoring workload and performance, ensuring consistency in service, and providing ongoing guidance and feedback to maintain efficiency and professionalism. May provide direct support in high-priority situations;

* Ensuring In-Person/Reception Coverage - responsible for ensuring consistent front-office coverage during business hours. This typically involves developing and managing staff schedules for wage employees or other support staff. May provide backup coverage as needed, but the primary role is to coordinate coverage rather than serve as the sole receptionist;

* Conference Room Scheduling - oversees the scheduling and use of shared conference spaces, including maintaining calendars, resolving conflicts, coordinating room setup, and ensuring necessary technology or materials are available;

* Onboarding/Exit Process - coordinates administrative aspects of employee onboarding and offboarding. This includes preparing work spaces, facilitating access to systems, coordinating with HR and IT as needed, collecting or distributing necessary documentation, and ensuring a smooth transition for new hires and departing staff (e.g., equipment return, system access removal, and knowledge transfer support);

* File Management - establishes and maintains organized systems (digital and physical) for recordkeeping. Ensures documents are properly stored, labeled, and accessible in accordance with university policies and confidentiality standards;

* Gift Tracking - manages the tracking and documentation of gifts received or distributed by the Provost Office, in alignment with institutional policies. This may include logging items, maintaining inventories, and ensuring compliance with reporting or stewardship requirements;

* Affiliate Setup/Access - coordinates the administrative process for affiliates (e.g., visiting scholars, consultants, or…