Assistant Director of Finance and Administration

Assistant Director of Finance and Administration

The Assistant Director of Finance and Administration provides leadership for all financial, administrative, and operational functions of the Smithsonian-Mason School of Conservation (SMSC) and the George Mason facilities at the Front Royal Site. Key areas of responsibility include financial management, reconciliation, operations support, auxiliary services, student life, safety and emergency planning, academic affairs, and strategic initiatives. This position is responsible for the oversight of the day-to-day campus operations of the Academic Center, 120-room Residence Hall, and full-service Dining Hall to ensure that all academic, operations, and student life needs are met.

The Assistant Director serves as a subject matter expert (SME) in university policies and regulations providing consultation and guidance to the administrative and program services and act as the liaison between George Mason University and the Smithsonian to effectively communicate and coordinate program activities. This position reports to Executive Director of Smithsonian-Mason School of Conservation.

Responsibilities:

Budget and Financial Management

• Provides oversight of the financial operations of SMSC;
• Develops cost analysis to evaluate short and long-term programming opportunities and to support strategic planning and decision-making;
• Prepares procurement solicitations and acts as contract administrator for SMSC service contracts;
• Manages accounting and financial activities including but not limited to cash handling, accounts payable/receivable, receivables reporting, reconciliation;
• Exercises primary responsibility for managing grant, scholarship and fellowship funds, as well as foundation accounts;
• Serves as eVA and BOA approver for small purchases; and
• Holds delegated signature authority for contracts up to $5,000.

Operations

• Provides leadership and direction for the facilities, maintenance, contracted services, events management, and auxiliary services on campus to ensure efficient campus operations;
• Serves as a on-site first responder to emergency incidents;
• Directs facility needs including actions related to planned and deferred maintenance;
• Directs campus event scheduling and management functions;
• Serves as the primary liaison to relevant university offices including Fiscal Services, Risk Management, Facilities, Auxiliary & Business Services, and Housing and Residence Life, Camps & Youth Programs;
• Serves as the administrative expert applying knowledge of Commonwealth of Virginia and George Mason University policies, rules, and regulations for administrative and program services;
• Directs campus-wide equipment and inventory management; and
• Serves on the SCBI (external Smithsonian) Core-Ops Committee.

Personnel

• Accountable for the supervision of full-time staff, Facilities Coordinator, and Community Director;
• Ensures that new hires have adequate workspace and office equipment;
• Responsible for providing policy guidance and feedback, maintaining a working knowledge of legal requirements related to daily management of employees, and navigating personnel actions according to HR policy, procedures, and deadlines; and
• Serves as the HR Liaison for SMSC.

Academic Program Administration

• Manages the ongoing strategic planning process;
• Under the direction of the Executive Director, executes special projects, strategies, and processes that advance SMSC's strategic plan and vision, ensuring all departmental goals, standards, and objectives remain fully aligned with institutional priorities;
• Directs day to day administrative support required to run all high school, undergraduate, and graduate academic programming s includes but is not limited to Course Management Inventory and setup, student registration, space scheduling and prioritization, student engagement and recruitment activities, program logistics; and
• Manages the high school registration system, Touch Net, and creates registration pages for new course offerings.

Student Programming and Support

• Directs the administration and management of the residential facility and University Life at SMSC;
• Provides oversight of University Life and Residence life for high school, undergraduate, and graduate students;
• Supervises SMSC Community Director and provides dotted line supervision and guidance to SMSC RA's;
• Supervises the room assignment process for high school, undergraduate, and graduate housing at SMSC;
• Maintains staff compliance with established Residence Life and University…