Office Manager

Department: Col of Engineering and Computing

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: Hybrid Eligible

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Sid and Reva Dewberry Department of Civil, Environmental and Infrastructure Engineering advances the understanding of civil engineering principles and its determinants, and educates students in the methods and knowledge of the discipline. To this end, we support a broad, high-quality curriculum; attract and train excellent graduate students; and attract and support faculty who excel in teaching.

About the Position:

This position serves as the Office Manager for the Sid and Reva Dewberry Department of Civil, Environmental and Infrastructure Engineering. 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. This position works with and oversees office staff.

Responsibilities:

Office and Event Management:

• Serves as executive administrative assistant to the department Chair including correspondence, scheduling and screening of calls;
• Schedules meetings and coordinates department events (such as CEI annual award luncheon, CEI Board meetings, SAME luncheon, Senior Design, Engineer's Week, faculty meetings, seminars, orientations, student group events, graduating class photos, senior design and dinner, information sessions, conferences/workshops, and receptions);
• Provides office management, including maintaining supplies and equipment, oversight and supervision of other office staff and student wage positions;
• Serves as the first point of contact for the office, including screening and routing inquiries, handling emails, mail, and packages, and welcoming and guiding visitors appropriately;
• Submits work order requests and room reservations;
• Schedules travel and agendas for visitors to the department, including interview candidates and seminar speakers; and
• Issues swipe and key access requests, manages seating assignments, and manages space and office needs for incoming faculty and graduate teaching assistants.

Departmental Program Support:

• Supports the Associate Chair in working with other university administrative offices to schedule courses, make classroom assignments, and complete other similar tasks;
• Manages course evaluations and makes sure that all related information is distributed to the appropriate parties in a timely manner;
• Assists with the administrative workload during the program assessment periods, making sure that all information is gathered and processed in a timely manner; and
• Places textbook orders for faculty.

Departmental Communications Support:

• Works with the Chair and Associate Chair to continuously update publication information ensuring correct information is used for annual reports, promotion programs, and department correspondence;
• Maintains and regularly updates the department website and social media content; and
• Responds to student inquires and requests for information on departmental programs.

Departmental Human Resources Support:

• Oversees hiring process for all graduate teaching assistants, adjunct faculty, and wage employees for the CEIE department and conducts onboarding procedures, including orientations for new adjunct faculty and teaching assistants;
• Properly maintains student and faculty files and records consisting of official and confidential information; and
• Coordinates the Promotion and Tenure (P&T) process for the department to ensure accurate data collection and submission to the different departments involved.

Purchasing and Financial Management:

• Supports the department Chair and fiscal administrative assistant with financial management to include making purchases, monitoring the budget, and reconciling department accounts;
• Serves as backup to the fiscal administrative assistant when necessary; and
• Other related duties as assigned.

Required Qualifications:

• High school diploma or equivalent;
• Relevant experience in an office/administrative position;
• Experience providing administrative support to executive or department head;
• Demonstrated direct, relevant experience with office and financial management, including experience with financial processes to include purchase requisitions, travel reimbursements, and account reconciliation;
• Exceptional verbal, written, and interpersonal communication skills and strong organizational abilities;
• Customer service and diplomacy skills, and the ability to work with a wide range of constituencies in a diverse community;
• Ability to effectively handle multiple responsibilities simultaneously and anticipate and meet deadlines, while maintaining flexibility regarding changes in priorities;
• Self-motivated with an ability to multi-task as needed and work efficiently; and
• Proficiency with Microsoft Office suite software, including word processing, spreadsheets, and e-mail applications.

Preferred Qualifications:

• Bachelor's degree in a related field;
• Relevant experience in an office/administrative position, events management, and/or social media work (typically 3+ years);
• Previous supervisory experience;
• Knowledge of university procedures, policies, and regulations; and
• Knowledge of website editing software/platforms.

Instructions to Applicants:

For full consideration, applicants must apply for the 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.

Posting Open Date: August 20, 2024

For Full Consideration, Apply by: September 3, 2024

Open Until Filled?: Yes