Associate Director of Budget and Administration

The George Mason University, Smithsonian Mason School of Conservation (SMSC) invites applications for an Associate Director of Budget and Administration. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason’s academic and culturally inclusive environment.

About the Position:

The primary purpose of this position is to provide leadership for all financial, administrative, and operational functions of the Smithsonian-Mason School of Conservation (SMSC). Key areas of responsibility include budget forecasting and financial management, year-end closeout and reconciliation, operations, procurement, inventory management, auxiliary services, student life, personnel, safety and emergency planning, academic affairs, and strategic initiatives. Manage 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. Serve as a subject matter expert (SME) in university policies and regulations providing consultation and guidance to the administrative and program services. 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 to include:

• Accounting and financial transactions including but not limited to cash handling, accounts payable and receivable, receivables reporting, reconciliation, revenue/expenditure forecasting, and year-end financial closeouts;
• Exercise primary responsibility for grant, scholarship and fellowship funds;
• Analyzing financial performance and communicating to key stakeholders at SCBI and Mason to support short and long-term strategic planning and decision-making processes;
• Develop annual operating budget based on expected student enrollment revenue and expenditure forecasts;
• Prepare procurement solicitations and act as contract administrator for SMSC service contracts;
• eVA and BOA approver for small purchases;
• Travel; and
• Act as Equipment liaison for SMSC and responsible for proper inventory tagging, annual inventory, and surplus.

Operations

• Provide leadership and general direction for the facilities, maintenance, contracted services, events management, and auxiliary services on campus to ensure efficiency in operations;
• Serve as the on-site first responder to any emergency incidents;
• Direct facility needs including actions related to planned and deferred maintenance;
• Direct event scheduling and management functions for the campus;
• Primary liaison to relevant GMU offices including Fiscal Services, Risk Management, Facilities, Auxiliary Services, and Housing and Residence Life;
• Serves as the organizational administrative expert applying knowledge of Commonwealth of Virginia and George Mason University policies, rules, and regulations for administrative and program services;
• Technical POC for MESA Shares;
• Telecomm Coordinator; and
• Member of the SCBI Core-Ops Committee.

Strategic and Administrative

• Under the direction of the SMSC Executive Director, executes special projects and strategies and processes that will drive the strategic plan and vision of SMSC and ensure the departmental goals, standards and objectives are in alignment with the strategic plan;
• Manage the ongoing strategic planning process;
• Manage the SMSC Website to ensure that content is accurate and up to date;
• Develop and manage all SMSC legal agreement with partner institutions in coordination with Mason legal;
• Act as delegated signature for contracts up to $5,000; and
• Develop all marketing materials for the academic programs.

Personnel

• Supervises the document flow for hires, terminations, leaves, salary changes, special payments and ensuring that new hires have adequate workspace and office equipment;
• HR Liaison for SMSC responsible for providing policy guidance and feedback, maintaining a working knowledge of legal requirements related to daily management of employees, and processing personnel transactions according to HR policy, procedures, and deadlines; and
• Supervises four full time employees including Fiscal Technician, Facilities Coordinator, Academic Program Coordinator, and Community Director.

Academic Program Administration

• Directs the day to day administrative support required to run all high school, undergraduate, and graduate academic programming at SMSC. This includes but not limited to: course management inventory and setup, student registration, space scheduling and prioritization, student engagement and recruitment activities, program logistics, and alumni relations;
• Primary Liaison in support of programmatic and unit goals/needs;
• Manage the high school registration program, CVENT, and create registration pages for all new course offerings; and
• Develop and manage all marketing materials for academic programs.

Student Programming and Support

Direct the administration and management of the residential facility and University Life at SMSC;

Provide oversight of University Life and Residence life for high school, undergraduate, and graduate students;

Supervise SMSC Community Director and provide dotted line supervision and guidance to SMSC RA’s;

Oversee the room assignment process for high school, undergraduate, and graduate housing at SMSC;

Maintain staff compliance with established Residence Life and University Policies;

Appropriately manage situations involving various psychological, emotional, medical or other safety related emergencies or incidents in the residential community; and

Provide oversite for University Life events.

Required Qualifications:

• A Bachelor’s degree in Business Administration, Business Management, Accounting or related field preferred or equivalent experience;
• Serve as the organizational administrative expert applying knowledge of Commonwealth of Virginia and George Mason University policies, rules, and regulations for program business operations;
• Exercise sound and independent judgment and address complex issues with minimal or no supervision;
• Applies knowledge of administrative, financial, operational and personnel management;
• Interpret policy, develop procedures, and apply knowledge of effective business practices and procedures;
• Possess superior customer service skills and the ability to communicate effectively with internal and external clients/customers;
• Coordinate and supervise diverse administrative, financial, operational, and personnel functions;
• Work effectively across a wide array of University departments and with external associates; and
• Ensure that executive management is provided the information and resources needed to make management decisions.

Preferred Qualifications:

• Master’s degree and/or relevant professional certifications preferred;
• Microsoft suite software programs, eVA purchasing system, Banner;
• Five to seven years of progressively responsible experience, preferably in a higher education environment, highly desired;
• Certification and/or training as a Commonwealth procurement officer preferred; and
• Certification in project management preferred.

Special Instructions to Applicants  

For full consideration, applicants must apply for position number 02583z at https://jobs.gmu.edu/; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.