Graduate Operations Coordinator

Department: Academic Affairs

Classification: Education Support Spec 2

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

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

Financial Background Check: Yes

About the Department:

Part of the Office of the Provost, under the Academic Affairs Division, the Graduate Division elevates Mason graduate education by augmenting the work of the academic units, by: increasing the impact of graduate students and programs, fostering a collaborative culture of academic excellence, and contributing to the research productivity and the workforce development appropriate to an R1 institution.

About the Position:

As a part of the Graduate Division, this position reports to the Assistant Director for Graduate Operations and Funding and is responsible for managing and processing all operational functions of the Graduate Division.

Responsibilities:

Budgetary and Financial Support

• Work with supervisor to monitor and track program and special project expenditures to ensure adequate funding throughout the year. Produce monthly financial reports, summaries, and reconciliations;
• Track and reconcile the expenses for the graduate student subsidized health insurance program, including processing JVs and preparing unit cost-share reports. Review and verify program invoices for accuracy against the vendor contract. Maintain accurate program records for invoices, expense tracking, and cost-share reports;
• Reconcile student funding financial records and verifying account balances including scholarship, tuition, and stipend payments. Ensure compliance with university policies and guidelines;
• Work closely with the Funding Team to prepare MOUs for the Graduate Division’s partnerships, presidential scholarships (cost-share, 2+2) and graduate inclusion and access scholarships, and hiring templates; and
• Perform accounting duties, including monitoring and tracking Graduate Division invoices, P-Card expenses, supply orders, monthly reconciliation and JV event budget and expenses.

Administrative Support

• Serve as a key team member of the Graduate Division and assist in all matters related to the internal operation of the Division and support of its team members;
• Serve as search coordinator and PageUp Initiator for the Graduate Division;
• Provide onboarding logistics for new personnel (e.g., purchasing monitors and laptops, accessing VPN, obtaining keys, phone set-up, HR trainings, gaining access to software and office equipment, etc.);
• Monitor, screen, answer, distribute, and disseminate correspondence, telephone and in-person inquiries as well as internal and external e-mails;
• Create and maintain contact lists for internal and external stakeholders;
• Maintain and update the listservs; and
• Liaise with internal and external audiences at all levels.

Event Management

• Responsible for all planning and arrangements related to programs and events organized by the Graduate Division.

Travel Support

• Arrange travel schedules and confirm accommodations, submit travel requests, prepare and submit travel reimbursements for all members of the Graduate Division.

Communication Support

• Maintain and update the Graduate Education’s website;
• Promote all graduate opportunities offered by the Graduate Division and its stakeholders; and
• Support the Graduate Student Online Orientation.

Required Qualifications:

• Bachelor’s degree in related field or equivalent combination of education and experience;
• Experience in budget and operations;
• Experience with administrative support;
• Experience in event management, travel support, and communication support;
• Knowledge of budgeting, financial reporting, and expense reporting;
• Knowledge in higher education software and tools (e.g., Banner, Salesforce, Ellucian);
• Working kn