Procurement and Operations Specialist

Fairfax, VA
Commensurate with education and experience
Nov 06, 2021
Jan 25, 2022
Full Time
Procurement & Operations SpecialistThe George Mason University Department of Environmental Science and Policy (ESP) is seeking a motivated, detail oriented, communicative and proactive Procurement and Operations Specialist. 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. The Procurement and Operations Specialist works closely with ESP leadership, faculty, and staff to initiate the department's finance and HR work through processing expenditures, purchasing scientific equipment and supplies, drafting transaction forms, and reconciling accounts. This position is comprised of administrative and office support tasks, procurement and purchasing tasks, direct expenditures processing tasks and other duties as assigned.The incumbent will work under the supervision of the Sr. Fiscal/HR Specialist and report to the department Chair. Responsibilities:The Procurement and Operations Specialist serves as an Administrative Assistant and operational support for the day-to-day functions of the Department, by covering front desk duties, answering phone calls and greeting/directing visitors as appropriate, and provides guidance and resources to all faculty, staff and students. The selected candidate will also be responsible for all departmental purchasing for instructional and research purposes (for the Fairfax campus at the Potomac Science Center), working in coordination with the lab manager and faculty to ensure all instructional and research lab supplies and equipment are procured in accordance with Mason rules and policies, while recording financial data in an organized and detailed manner.Additional duties include:Space and office management, including: Telecom coordination, keys and access management, room reservations and scheduling, vehicles orders management, mail and packages responsibilities;Faculty affairs: syllabi collection, faculty meeting scheduling and organization, including minutes taking, record meeting votes and special ballots;Evaluate and compare products and services and obtaining quotes for teaching and research equipment and materials at the right price to determine which best meets ESP's needs;Organize and coordinate all ESP events, such as Welcome 2 Mason, EcoScience+Art, and Awards Ceremonies. Organize venues and catering and assist with creating advertisement and promotional materials as required;Assist the Sr. Fiscal/HR Specialist with reconciliation processes and HR transactions initiation, via Ellucian Banner system and other systems in use at Mason;Initiate and process all direct expenditures of the department, such as Food and Beverage, Travel Authorizations and Reimbursements for faculty and students; Honorarium, and other Accounts Payable requests; Assist with special projects as assigned including the annual inventory process.Required Qualifications:Proactive and detail oriented administrator, with the ability to multi-task and prioritize time-sensitive tasks, with a high level of accuracy;Excellent professional presentation, communication, and customer service skills, good judgment, and the ability to provide a timely response to requests and inquiries for a variety of University stakeholders;Knowledge of budget and fiscal practices supporting an academic department, including purchasing, contract processing, payment requests and invoice payments;Ability to accurately record, process and reconcile fiscal transactions such as supply orders, invoice payments, and procure consulting services;Ability to seek information and guidance independently and proactively, as needed, and remain current on all procurement processes and requirements at Mason;Ability to effectively utilize and navigate database and spreadsheet software and to access information from the internet for program support.Preferred Qualifications:Experience working in an academic unit within a university setting;Experience and familiarity working with Ellucian Banner, eVA, MicroStrategy and P-card systems are strongly preferred.

For full consideration, applicants must apply at; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

"Great Careers Begin at Mason! George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report "Up and Coming" spot for national universities and is recognized for its global appeal and excellence in higher education. Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create. If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at! George Mason University, Where Innovation is Tradition.New hires starting after August 15, 2021, must have received at least one COVID-19 vaccination by their start date, be fully vaccinated within 45 days of their start date, and submit documentary proof unless they have an approved medical or religious exemption by their start date. For updated George Mason University COVID-19 vaccination requirements, please visit George Mason University Vaccination Requirements."

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.

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