Office Manager

Office Manager

The Office Manager provides operational and administrative support for the Institute for Immigration Research (IIR). The position coordinates with the College of Humanities and Social Sciences (CHSS) HR team to assist with research staff, part-time and graduate student hiring, and onboarding of new staff; supports the Director with financial management of all center funds including budgeting, forecasting, and Advisory Board reporting;

offers guidance and support to graduate and undergraduate students in IIR related tasks; provides IIR sponsored event coordination support; manages equipment and the annual equipment inventory process; serves as the point of contact for all purchasing needs within the office (P-Card, eVA, etc.); and serves as the technical point of contact and telecom coordinator.

Fiscal Management, Financial Processes, and Human Resources:

• Supports the Director with budgeting, forecasting, accounting, and Advisory Board reporting;
• Serves as IIR's expert in purchasing and accounts payable processes;
• Serves as the point of contact for all purchasing needs in the IIR;
• Processes necessary hiring and paperwork of all staff and assists with onboarding new IIR staff;
• Ensures proper utilization of P-Card and eVA purchases;
• Reconciles all charges and submits for approval; and
• Manages the faculty affiliation process.

Grants Administration and Proposal Support:

• Provides oversight and support of research grants financial management for compliance with sponsor, University, state, and federal guidelines;
• Assists the IIR Director, Assistant Director, and research faculty with the preparation and submission of grant proposals to the Office of Sponsored Programs (OSP); and
• Manages purchasing, hiring, accounting, and other financial details of grant funded projects.

Coordinates Annual Calendar, Event and Project Planning, and Supports IIR Projects:

• Coordinates, schedules, and manages agendas for IIR staff, planning, training, and other meetings as needed;
• Manages IIR staff and public-facing calendar;
• Coordinates scheduling, technical support, licensing, sponsor ships, space coordination, signage, software access; food and beverage purchase, and set-up and breakdown for events; and
• Manages promotion and communication for events and projects.

Oversees Communication and Website:

• Maintains various contact lists and generic emails, updating the lists and passwords as needed when changes occur;
• Oversees the IIR website and assists with content management and updates; and
• Supervises the Graduate Research Assistant (GRA) in producing regular social media posts.

Work Orders, Records, and IT:

• Coordinates all work orders (e.g., computer, keys, facilities);
• Retains documentation organized in accordance with the statues of Virginia;
• Serves as the IIR's point of contact for purchasing computers, other technology, post-award research needs, and office supplies; and
• Manages the annual equipment inventory process.

CHSS Policies and Procedures:

• Attends the CHSS Business Administrator Group and other meetings, and disseminates information to IIR staff and affiliates;
• Maintains up-to-date training and knowledge of all relevant CHSS policies and processes; and
• Ensures IIR staff and projects are compliant.

Required Qualifications:

• High school diploma or equivalent;
• Generally, a minimum of 3 years of experience in management or fiscal services;
• Knowledge of budgeting, financial management, and purchasing;
• Knowledge of Microsoft Office suite, Outlook calendar system, file management platforms, Adobe Acrobat, and Canva;
• Excellent interpersonal and communication skills, including the ability to write clearly and accurately;
• Skilled at event coordination and promotion;
• Skilled at meeting/event coordination;
• Strong organizational abilities (calendar, project management, files, time management, project coordination);
• Ability to prioritize multiple tasks and work well within deadlines;
• Demonstrated ability to troubleshoot problems independently; and
• Ability to work occasional nights and weekends for IIR–hosted events.

Preferred Qualifications:

• Bachelor's degree in a related field;
• Experience working in a higher education setting;
• Experience with MS Excel, Banner, VA Commonwealth's eVA purchasing system, and Bank of America P-Card reconciliation system;
• Knowledge of George Mason University or other university systems (Banner, Mason Finance Gateway, Page Up, MESA, Micro Strategy, etc.);
• Knowledge of webinar and virtual meeting organization (MS Teams, Zoom);
• Knowledge of web design and maintenance (experience with George Mason CHSSWeb strongly preferred);
• Some knowledge of U.S. immigration history and policy;
• Ability with grant management and proposal support in an academic or non-profit environment; and
• Ability in the development of promotional materials.

Instructions to Applicants:

For full consideration, applicants must apply for the Office Manager at (Use the "Apply for this Job" box below). Complete and submit the online application to include three professional references with contact…