Operations Manager

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.

Key responsibilities include scheduling and clerical support overseeing ensemble logistics such as rehearsal space reservations and travel arrangements and ensuring compliance with university risk management and purchasing policies. The role also 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.

Responsibilities:

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 SupportFinance & 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 TouchNet 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 25Live. 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 contracts creates itineraries and rosters assists with per diem paperwork and manages university travel authorizations for all traveling staff/faculty; and
• Assists the Sr. Assoc. Director and Assistant Director with maintaining an inventory system for department resources.

Risk Management

• Liaises between our department and Central Risk Management and Environmental Health and Safety offices;
• Ensures department is aware of commonwealth university and local laws and procedures;
• Briefs GME staff on changes to laws policies and procedures; and
• Distributes and collects risk forms and other waivers for GME ensemble activities.

Communications

• External: Assists senior leadership and the Sr. Media Producer with branding messaging and engagement/communications through the departments main social media channels;
• Assists with department mailings and print materials;
• Websites: Manages the billing and general maintenance of GME websites. Contributes to editing website content in coordination with senior leadership and ensemble leaders; and
• Internal: Assists senior leadership with the coordination of ensemble/ department announcements via email Mason 360 and social media sites.

Required Qualifications:

• High school diploma or equivalent;
• Typically 2-4 years as a general office administrator/manager;
• Proficiency in Microsoft Office and Google suites;
• Proficiency in communication and organizational skills;
• Ability to keep confidential information secure;
• Competence in public relations and customer service philosophies;
• Proficiency in communication with internal and external constituencies;
• Competence in databases event software web and desktop publishing programs;
• Competence in proofreading and editing with attention to detail; and
• Valid drivers license: must currently possess an appropriate active valid motor vehicle operators license that meets all of GMUs requirements for operating state vehicles and equipment under Masons Vehicle Use Policy 1411 The Office of Risk Management reserves the right to review the drivers licenses and Motor Vehicle Reports (MVRs) of all candidates selected with employment contingent upon a favorable review.

Preferred Qualifications:

• Bachelors degree in a relevant field such as business arts management music/arts education or equivalent work experience;
• General office administration in a higher education environment preferred;
• Experience or knowledge in the performing arts (particularly in the marching/pageantry arts and/or sports entertainment);
• Experience in purchasing eVA state/commonwealth purchasing practices and budget tracking;
• Experience driving small electric vehicles (golf carts) vans and box trucks;
• Digital photo editing and uploading skills are helpful but not required;
• Knowledge of NCAA Division I Intercollegiate Athletics (particularly Mens and Womens Basketball) preferred; and
• Demonstrated ability working with a diverse population of artists students faculty staff and community members.

Instructions to Applicants:

For full consideration applicants must apply forOperations Manager at and submit the online application to include three professional references with contact information and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date:February 9 2026

For Full Consideration Apply by:February 27 2026

Open Until Filled:Yes