Director of Finance and Administration

Department: Office Rsrch Innov and Econ Impact

Classification: Administrative Faculty

Job Category: Administrative or Professional Faculty

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

Financial Background Check: Yes

About the Department:

The George Mason University, Office of Research, Innovation and Economic Impact (ORIEI) has overall responsibility for the university's research enterprise. Working in an atmosphere characterized by its commitment to generate new knowledge through research and scholarship and to seed and support entrepreneurship and innovation to benefit society, Mason's researchers and scholars conduct their work in an array of disciplines and subject areas. ORIEI works to promote and optimize the success and impact of these endeavors and to create an environment that sustains the highest standards of ethical research and scholarship.

About the Position:

The Director of Finance and Administration reports directly to the Associate Vice President of Defense & Security and Head of Special Projects, and is a key member of the Research leadership team, supporting the execution of the department's strategic initiatives. The primary purpose of this position is to provide leadership and support for financial, administrative and operational functions of the entire Office of Research Innovation and Economic Impact (ORIEI) division, including the main ORIEI administrative unit, the four cores: (1) Research Innovation Initiatives; (2) OSP; (3) Research Integrity & Assurance Admin; (4) Innovation & Economic Development (including Mason Enterprises); and the three University Institutes: (1) Institute for Digital Innovation (IDIA); (2) Institute for Sustainable Earth (ISE); and the (3) Institute of Bio-health Innovation (IBI). There will be specific emphasis on Mason Enterprises (ME) and the University Institutes. This position also works closely with the Vice President of Research for Innovation and Economic Impact.

Key areas of responsibility include: budget forecasting and financial management, including grant budget support; post award grants management support; ORIEI and ME budget forecasting and financial management; year-end closeout and reconciliation; operations; procurement; personnel/HR services and operations; and program management of new strategic initiatives.

Responsibilities:

Budget and Financial

• Coordinates fiscal aspects of all ORIEI cores and Institutes;
• Serves as the organizational financial expert applying knowledge of Commonwealth of Virginia and George Mason University policies, rules, and regulations for program business operations;
• Provides financial operations of Mason Enterprise;
• Ensures that all purchases meet budgetary guidelines and university procurement policies and are available when needed;
• Oversees preparation of business case analyses for proposed initiatives and funding requests. Oversees and tracks separate revenue sources, such as research revenue. Implements tools and metrics to measure unit's financial performance against plans/targets;
• Provides quarterly organizational financial reporting on unit variances against budget and prior year, including expenses, surpluses, spending trends, etc.;
• Provides financial management stewardship and oversight of internal controls, policies and procedures governing financial operations;
• Processes accounting and financial transactions including but not limited to accounts payable and receivable, funding change forms for labor distributions, receivables reporting, reconciliation, revenue/expenditure forecasting, and year-end financial closeouts;
• Exercises primary responsibility for grant and revenue funds, to include: tracking and assisting with grant and contract funding proposals to OSP; assisting the PI with technical reporting; and preparing quarterly grant financial reports for sponsor submission;
• Analyzes financial performance and communicates to key stakeholders to support short and long-term strategic planning and decision-making;
• Maintains annual operating budget based on strategic plans and operational realities;
• Prepares procurement solicitations and acts as contract administrator for service contracts;
• Provides budget management in a timely and efficient manner with attention given to accuracy of detail; Produces regular reports of fiscal activities and provides analysis of project status;
• Coordinates fiscal aspects of all Mason Enterprise programs;
• Contributes to tasks and activities related to achievement of goals; and
• Ensures compliance with state and university policies and procedures.

Operations

• Coordinates and supervises diverse administrative, financial, operational, and personnel functions;
• Provides project management reporting and oversight for new initiatives;
• Provides leadership and general direction for the procurement of facilities, maintenance, contracted services, events management; and
• Serves as primary liaison to relevant Mason offices including Fiscal Services, Human Resources, Facilities, and OSP.

Procurement and Grants Oversight

• Provides financial management stewardship and oversight of internal controls, policies and procedures governing financial operations;
• Ensures compliance with state and university policies and procedures. Responsible for oversight and managing workflows for all fiscal activities;
• Oversees approval of all expenditures for the organization, e.g. leases, travel forms, renovation funds, etc.;
• Assures compliance in anticipation of internal or external audits;
• Ensures authorized signature authorities for the organization are monitored and updated;
• Oversight of Grant Administration: Liaises with OSP in assisting with set up of new grants and grants management; responsible for reconciliation of existing grants;
• Ensures grant budgets are appropriate and information is fed into ORIEI unit budgets as grants are awarded; and
• Oversees Pre and Post award administration to support the generative work of the units.

Strategic and Administrative

• Under the direction of the AVP, executes special projects and strategies and processes that will drive the strategic plan and vision and ensure the departmental goals, standards and objectives are in alignment with the strategic plan;
• Manages the ongoing strategic planning process;
• Ensures that executive management is provided the information and resources needed to make management decisions;
• Maintains all legal agreements with partner institutions in coordination with Mason Office of General Counsel;
• Provides administrative and operational leadership to a highly integrated team from a variety of departments including the Office of Tech Transfer, entrepreneur programs, and government advisory services;
• Ensures and evaluates compliance with applicable state and federal laws and regulations;
• Develops strong collaborative professional relationships across a variety of functions and institutional units in order to support an integrated, transparent and high functioning organization; and
• Actively participates as a member of working committees.

Personnel

• Supervises the document flow for hires, terminations, leaves, salary changes, special payments and ensures that office space and equipment are available;
• HR Liaison 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
• Position description approval process with the hiring manager and workforce planning, establishing search committees, coordinating salary requirements, ensuring positions are posted, and ensuring coordination with central HR takes place throughout the hiring and onboarding process.

Required Qualifications:

• Master's degree in Accounting, Finance, Business Administration, or the equivalent combination of education and experience, with typically 5+ years of relevant financial experience;
• Significant demonstrated progressively responsible experience in budget formulation and execution, financial analysis and reporting, and all aspects of human resource management in an academic environment;
• Experience in successfully leading special project implementations and completing special assignments;
• Demonstrated experience coordinating and supervising administrative, financial, operational and personnel management functions;
• Accounting and financial management experience, including analysis and communication with key stakeholders;
• Budget and strategic planning experience;
• Procurement and grant solicitation experience;
• Contract management experience, including reporting requirements.
• Clear and effective communication skills (verbal and written);
• Possess superior customer service skills and the ability to communicate effectively with internal and external clients/customers;
• Skilled at coordinating and supervising administrative, financial, operational and personnel management functions;
• Ability to interpret policy, develop procedures, and apply knowledge of effective business practices and procedures;
• Ability to establish and maintain effective working relationships across a wide array of university departments and associates;
• Ability to exercise sound and independent judgment and address complex issues with minimal or no supervision;
• Ability and demonstrated focus on customer service, time management, teamwork, professionalism, and accuracy;
• Work effectively across a wide array of university departments and with external associates; and
• Proficient with Microsoft suite software programs.

Preferred Qualifications:

• Certification in Project Management;
• Certification and/or training as a Commonwealth procurement officer;
• CPA;
• Financial experience in a complex organizational environment, experience in higher education or non-profit organization;
• Extensive experience with university systems including: Banner HR and Finance modules, Banner reports, Business Intelligence Reports, and Faculty and Human Resource Management Systems;
• Expert level experience as an organizational administrator applying knowledge of Commonwealth of Virginia and public university policies, rules, and regulations for program business operations;
• Knowledge of Commonwealth of Virginia policies and regulations; and
• Working knowledge of the following:
  -eVA procurement system and INB Banner;
  -university foundation policies, procedures and systems for unit resources;
  -university fiscal policies, procedures, and systems for procurement and accounts payable;
  -university systems for budget formulation and execution and financial reports; and systems for grants management accounting and reporting;
• Advanced knowledge of the following:
  -university policies, procedures, and systems for budget formulation and execution of educational and general funds and grants and awards; and
  -university policies, procedures, and systems for Human Resources and Payroll.

Instructions to Applicants:

For full consideration, applicants must apply for Director of Finance and Administration at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Posting Open Date: November 18, 2024

For Full Consideration, Apply by: December 5, 2024

Open Until Filled: Yes