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About the Department:
The Early Identification Program (EIP) is George Mason University's college preparation program, and encourages the academic advancement of students who are the first in their families to attend college. EIP inspires students towards higher education and assists them to be equipped with the knowledge and skills to become productive and responsible global citizens. The program is designed to support students through program-sponsored activities, which include: weekly tutoring/mentoring, Saturday sessions about college admissions, financial aid, goal setting, study skills, academic preparation in math and science, and a family workshop for students and parents.
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About the Position:
The Associate Director for Operations (ADO) for the Early Identification Program (EIP) plays a critical role in supporting the program's efficient functioning. Reporting directly to the Executive Director, this position oversees various operational aspects, including budget management, office administration, and staff supervision. The Associate Director facilitates cross-functional collaboration to foster effective operations management and directly supports the operations of the EIP programs. The Associate Director for Operations serves as a bridge between various functional areas, fostering communication, alignment, and collaboration to achieve collective goals and objectives to carry out the mission of the Early Identification Program.
This position is not eligible for international visa sponsorship.
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Responsibilities:
Operational Efficiency:
- Responsible for streamlining EIP's operational processes and enhancing efficiency throughout the program;
- Plays a pivotal role in implementing best practices to optimize workflows to ensure seamless operations;
- Leads efforts to create detailed standard operating procedures (SOP) for programs and processes to ensure consistency and efficiency in daily operations;
- In coordination with the University Life HR Services team, provides leadership for EIP HR functions by ensuring compliance to both University Life Human Resources policies and practices, as well as those of the institution;
- Conducts internal audits and reviews to reduce inefficiencies and maximize usage of resources;
- Identifies and maps existing processes to understand, mitigate, and enhance current workflows to maximize efficiency; and
- Secures and integrates technology to manage the student experience, eliminate redundancy, enhance efficiency and accuracy as it pertains to managing data and operations.
Strategic Planning and Assessment:
- In partnership with University Life Marketing and Communications, provides leadership to the programs marketing, communications, and branding efforts;
- Further develops metrics and evaluation frameworks to assess program effectiveness, efficiency, and impact for reporting purposes;
- Ensures timelines, data, and systems used to track all aspects of program participation and Alumni are current;
- Provides analysis of data to identify strengths, weaknesses, opportunities, and threats (SWOT analysis), providing insights that guide decision-making and continuous improvement efforts to maximize operational impact;
- Collaborates with program leadership to establish clear and measurable goals aligned with Mason’s and University Life’s strategic plan, and the mission of the Early Identification Program;
- Collaborates with program leadership to support the implementation of program initiatives and meet strategic goals; and
- Provides leadership to marketing, communications, and branding efforts to meet strategic objectives designed to communicate program impact.
Employee Development and Leadership:
- Collaborates with program leadership to sustain high performing teams through mentorship, professional and leadership development to:
- Identify staff training needs;
- Invest in the training and development of team members enhancing their individual and collective capabilities;
- Ensure compliance as it pertains to divisional and institutional performance management timelines and processes;
- Conduct performance reviews of direct reports and indirect reports; and
- Manage the onboarding process for full-time, part-time, and student employees ensuring successful integration into EIP.
Resource Allocation and Budget Management:
- Develops, monitors, and manages the program's annual budget in coordination with the Executive Director and the UL Finance and Budget team;
- In collaboration with the Budget Specialist, forecasts financial needs and allocates resources appropriately to support program initiatives and activities and ensure fiscal health;
- Works closely with EIP’s leadership to strategize on how best to utilize financial, human, and material resources to maximize program impact;
- Ensures compliance with both UL Budget and Finance policies and procedures, as well as institutional policies and procedures;
- Allocates resources effectively within the Early Identification Program through the management of accounts to ensure fiscal health;
- Manages grants and timely reporting associated with funders;
- Works with the UL Budget and Finance team, the EIP Budget Specialist, and the Office of Sponsored Programs (OSP) to ensure the billing process is seamless and timely and revenues are received; and
- Ensures resource utilization is aligned with program goals and priorities.
Student/Partner Experience and Satisfaction:
- Works with the EIP leadership to ensure that program coordination, compliance efforts, and transportation follows Mason Office of Risk Management, Human Resources, the Office of Access, Compliance, and Community and public-school partner policies regarding student safety and well-being;
- Oversees operational functions of the unit and programs, including:
- Developing and managing systems that facilitate timely and accurate communication;
- Working closely with Operations Specialist in managing transportation processes with public-school partners and Mason departments;
- Working closely with the Operations Specialist to strategically manage space to meet programming needs;
- Serving as a liaison between the program office and other university departments or external partners as needed; and
- Has a key role in enrollment management for the program and works collaboratively with the Associate Director for Programs and the Assistant Director for Pre-College Initiatives to manage the retention, recruitment, enrollment, and onboarding of new students and their families into EIP.
Supervision & Other Duties:
- Provides direct supervision to a Budget Specialist, Operations Specialist, and P/T wage employees;
- Conducts regular performance evaluations, provides feedback, and supports professional development opportunities for staff;
- Fosters a positive and inclusive work environment that promotes teamwork, collaboration, and well-being;
- Meets regularly with direct reports to ensure connection to program mission, plan, and strategizes on enhancement of services;
- Performs other departmental duties as assigned, such as serving on committees relevant to position and/or work profile, or those requiring unit representation or assigned by supervisor(s); and
- Participates and actively engages in professional learning/training and development in University Life and at Mason as directed by supervisor.
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