Office Manager

George Mason University • Fairfax, VA

1d • Onsite

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 academic and administration community and local communities.

Given the operational nature of the Office Manager role and its reliance on university-specific systems, conducting an internal search is appropriate. Candidates already within George Mason University will bring familiarity with key platforms, processes, and institutional practices, allowing for a shorter onboarding period and more immediate effectiveness in supporting the Office of the Provost.

Requirements

• High school diploma or equivalent combination of education and experience
• Demonstrated experience (typically at least 1 year) managing office operations, administrative procedures, and financial processes, including purchasing, travel, reimbursements, procurement, and reconciliation
• Understanding of administrative and policy procedures and systems such as Microsoft Office suite, managing files and records, designing forms, and other office procedures and terminology
• Knowledge of principles and processes for providing customer and personal services
• Comprehension of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources
• Understanding of facilities, space management, and basic information technology support processes
• Understanding the implications of new information for both current and future problem-solving and decision-making
• Demonstrated organizational and time-management skills
• Communicating effectively as appropriate, for the needs of the audience. Ability to give full attention to what other people are saying, taking time to understand the points being made, and asking questions as appropriate
• Ability to listen to and understand information and ideas presented. The ability to communicate information and ideas effectively verbally and in writing
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
• Ability to innovate, solve problems, and meet the challenges and opportunities of higher education
• Ability to proactively identify problems or questions that may arise and preemptively address
• Flexibility and the ability to adjust actions in relation to others' actions and shifting priorities
• Monitoring/assessing performance of self, other individuals, or organizations to make improvements or take corrective action
• Actively looking for ways to help people
• Ability to multi-task and take on multiple projects at once, while remaining calm under pressure
• Ability to work with a sense of urgency while maintaining attention to detail
• Ability to oversee and coordinate office functions, anticipate needs, and serve as a liaison across departments

Nice To Haves

• Bachelor’s degree in related field such as business administration, administrative services, or equivalent combination of education and work experience
• Prior experience with upper-level management/executive office personnel; high level of efficiency, professionalism, competence with communication, and customer service
• Supervisory experience, including managing, training, and supporting staff

Responsibilities

• 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: Administrative Support of all Office of the Provost Functional Units - Serves as the central coordinator of administrative support across units. This includes assessing needs, prioritizing requests, and ensuring timely completion of tasks such as scheduling, document preparation, correspondence, and event logistics. Supervises and coordinates wage staff or administrative support personnel who carry out the day-to-day administrative tasks. May provide direct support in high-priority situations; 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; 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 Processes - Coordinates administrative aspects of employee onboarding and offboarding. This includes preparing workspaces, facilitating systems access, 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 inventory, and ensuring compliance with reporting or stewardship requirements; Affiliate Setup/Access - Coordinates the administrative process for affiliates (e.g., visiting scholars, consultants, or temporary collaborators) to obtain necessary institutional access. This includes facilitating system access, workspace arrangements, and coordination with relevant offices; and Office Condition and Environment - Oversees the overall functionality, organization, and professionalism of the office space. This includes monitoring cleanliness, supply levels, and workspace setup; coordinating maintenance or facilities requests; and ensuring the environment is a welcoming atmosphere for visitors and staff.
• Works to reconcile specific purchasing transaction items to ensure the fiscal viability of the Office of the Provost’s financial records. Manages coordination of the following for the Provost Office: Billing and Processing of Special Payments - Coordinates the preparation and processing of non-routine or special payments (e.g., honoraria, stipends, guest speakers, one-time services). This includes gathering required documentation, ensuring compliance with university and foundation policies, submitting payment requests through appropriate systems, and tracking payments through completion; Preparation and Recording Check Requests and Purchase Orders - Prepares and submits check requests and purchase orders in accordance with procurement guidelines. Ensures appropriate documentation, approvals, and account coding are in place; Travel Coordination - Coordinates the administrative aspects of travel, including the preparation and submission of pre-authorizations in advance of travel and the management of post-travel reimbursements. Ensures all submissions are complete, properly documented, and compliant with institutional policies; Reconciliation - Performs regular reconciliation of financial transactions across accounts (e.g., P-Card, departmental budgets, foundation funds). Reviews transactions for accuracy, resolves discrepancies, ensures proper documentation, and maintains up-to-date financial records; Food and Beverage Approvals - Coordinates the review and submission of food and beverage expenses for approval. Ensures requests meet institutional guidelines, are properly justified, and include all required documentation prior to purchase or reimbursement; and Ordering/Purchasing of Supplies - Manages the procurement of office supplies and materials. This includes identifying needs, placing orders through approved vendors, and maintaining appropriate inventory levels.
• Provides limited desktop support and liaises with ITS and the help desk for the Office of the Provost desktop and computer equipment needs. Works with the Vice Provost for Academic Administration on space assignments and liaises with Facilities in support of new space requests and renovation projects. Manages coordination of the following for the Provost Office: CASO Liaison/Building Access - Serves as the primary point of contact with central administrative or facilities offices (e.g., CASO) regarding building and suite access. Coordinates requests for building entry, card access permissions, and resolves access-related issues for staff and affiliates; Key Control - Maintains oversight of physical key distribution and key request forms, ensuring compliance with institutional policies for secure access; Software Licenses - Coordinates the tracking, renewal, and allocation of software licenses used within the office. Does not manage licensing systems directly, however, ensures continuity and compliance through coordination; Conference Room Technology - Oversees the functionality and readiness of technology in shared meeting spaces. This includes coordinating setup for meetings (e.g., Zoom/Teams, projectors, microphones), troubleshooting basic issues, and escalating more complex problems to IT; Space/Move Coordination - Coordinates office space assignments and physical moves in coordination with Provost Office Leadership. This includes planning workspace changes, communicating with affected staff, coordinating with facilities and IT for setup (furniture, equipment, connectivity), and ensuring minimal disruption during transitions; Work Orders - Submits and tracks facilities-related work orders (e.g., repairs, maintenance, furniture needs). Ensures requests are clearly documented, monitors progress, and follows up to confirm completion; Internal MOUs and Agreements from Facilities - Coordinates the development, tracking, and maintenance of internal memoranda of understanding (MOUs) or service agreements related to space use, renovations, or facilities-supported projects. This may include ensuring terms are documented, routing agreements for approval, and maintaining records for reference and compliance; SharePoint/Teams Support - Provides coordination and basic support for collaboration platforms used within the office. This includes helping to organize file structures, manage permissions, support team site setup, and assist staff with basic functionality; Telecommunications - Coordinates office phone and communication services, including setting up new lines, managing voicemail or call routing, troubleshooting issues, and serving as a liaison with telecommunications providers or internal support teams; and Coordination of Equipment, including Maintenance and Surplus of Items - Maintains an inventory of office equipment (e.g., computers, printers, shared devices), coordinates routine maintenance, and facilitates repair or replacement as needed. Also manages the surplus process for outdated or unused equipment, ensuring proper documentation and compliance with institutional policies.
• Provides coordination and administrative support for selected programmatic and operational initiatives and projects related to academic affairs, faculty, research, and student life, as assigned by the Director of Provost Administration and Operations. Helps facilitate communication, organization, and information sharing that supports the Office: Initiative and Project Special Events - Coordinates logistical and administrative support for events associated with strategic initiatives, special projects, and leadership priorities. This includes scheduling, securing space, and ensuring alignment with budget and institutional policies. Works closely with project leads to ensure events are well-organized and effectively executed; Records Management - Coordinates the management of office records in compliance with university and Commonwealth of Virginia requirements. This includes identifying and organizing records (both electronic and physical), applying appropriate records retention schedules, and ensuring records are securely stored, accessible, and maintained throughout their lifecycle; and Staff Events - Works closely with the Director to coordinate and support internal staff events and monthly administrative meetings. Responsibilities include assisting with planning and logistics, scheduling, preparing agendas and materials, and coordinating communications. Also helps track follow-up items and supports ongoing engagement and collaboration among staff.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED