Operations Manager

Department: Col of Visual and Performing Arts

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: On Site Required

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 04

Salary: Salary commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

Financial Background Check: Yes

Motor Vehicle Records Check: Yes

About the Department:

Green Machine Ensembles deliver impactful, diverse, unique, and innovative student and staff performances for a range of occasions and venues, including athletic contests, university ceremonies, student recruitment events, and national and international competitions. It is a multidisciplinary education program rooted in the arts, comprising student, community, and professional musicians, dancers, dramatists, composers/arrangers, visual artists, choreographers, poets/lyricists, cultural philosophers, arts/business managers, educators, philanthropists, and enthusiasts.

Additionally, Green Machine Ensembles’ inclusive and innovative approaches embody the ideals and values of George Mason University.

About the Position:

The Operations Manager serves as the central point of coordination for administrative, financial, and logistical functions that support the Green Machine Ensembles’ faculty, staff, and students. This position ensures the efficient operation of the department by managing daily office activities, responding to inquiries, processing purchases and financial transactions, and maintaining shared spaces. The Operations Manager provides executive support to the Director and assists senior leadership with operational planning and decision‑making.

The role contributes to marketing and communications efforts and may require travel with ensembles to provide on‑site operational support. While standard hours are Monday through Friday, 9:00 a.m. to 5:00 p.m., flexibility for evening and weekend events is essential.

General Administrative Support

• Provides customer service front‑line support:
  Answers phones, assists walk‑ins, and monitors department email. Ensures that incoming visitors and requests are promptly routed to relevant staff members;
• Works as an Executive Assistant:
  Regularly meets with the Director to manage their day‑to‑day calendar and assists with processing incoming communications;
• Assists Sr. Assoc. Director with department calendars and email listserv(s);
• Assists the Assistant Director with maintaining department Microsoft Teams and with training staff on the use of Microsoft Office;
• Takes minutes at department meetings; and
• Manages the shared office space(s) and coordinate maintenance requests.

Administrative Support—Finance & Purchasing

• Purchaser:
  Manages day‑to‑day generic department purchases for office needs. Assists ensemble coordinators as necessary;
• Budget Reconciliation:
  Assists the Sr. Associate Director with GME budget preparation, reconciliation, presentation, and the tracking of department spending throughout the fiscal year. Assists Sr. Assoc. Director with budget spreadsheet maintenance;
• Invoices and Contracts:
  Assists the Sr. Assoc. Director with the preparation of invoices and contracts;
• Manages Department Touch Net Stores:
  Setup and manage products, track purchases, administer refunds. Manages dues collection processes for competitive ensembles;
• Coordinates fundraising activity with senior staff. Takes notes at all fundraising meetings. Assists the Associate Director with the Advisory Council. Assists the Sr. Associate Director with the GME Alumni Association; and
• Tracks shipments for department purchases and coordinate deliveries.

Ensemble Support

• Manages purchases for ensembles as necessary. Follows up and tracks products and shipments for transactions. Communicates order statuses to Ensemble Leader(s);
• Reserves spaces for ensembles through individual schedulers or 25
  
  Live. When necessary, assists ensembles with booking off‑campus space, tracks each ensemble schedule, and updates Program Coordinator(s);
• Manages ensemble travel:
  Books hotels and buses, negotiates hotel and bus…