Assistant Director of Finance and Administration

Department: Cross Functional,Smithsonian-Mason School of Conservation (SMSC)

Classification: Administrative Faculty

Job Category: Administrative or Professional Faculty

Job Type: Full-Time

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

Location: Front Royal, VA

Workplace Type: Hybrid Eligible

Sponsorship Eligibility: Not eligible for visa sponsorship

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

Financial Background Check: Yes

Motor Vehicle Records Check: Yes

Security Clearance Check: Yes

Works with Minors check: Yes

Important Eligibility Requirement

Employees in this position are required to operate university vehicles in accordance with George Mason University Vehicle Use Policy 1411. Applicants must possess and maintain an active, valid driver’s license that satisfies university requirements. Final candidates are subject to a Motor Vehicle Report (MVR) review, and successful completion of the review is a condition of employment.

Minor or major driving violations may affect eligibility for employment. Applicants with prior driving infractions need to review the Eligibility & MVR Review Information ( English/ Spanish)before applying.

About the Department:

To support and advance the vision and mission of the Smithsonian-Mason School of Conservation and the Smithsonian Mason partnership.

About the Position:

The Assistant Director of Finance and Administration provides leadership for all financial, administrative, and operational functions of the Smithsonian-Mason School of Conservation (SMSC) and the George Mason facilities at the Front Royal Site.
Key areas of responsibility include financial management, reconciliation, operations support, auxiliary services, student life, safety and emergency planning, academic affairs, and strategic initiatives. This position is responsible for the oversight of the day-to-day campus operations of the Academic Center, 120-room Residence Hall, and full-service Dining Hall to ensure that all academic, operations, and student life needs are met. The Assistant Director serves as a subject matter expert (SME) in university policies and regulations providing consultation and guidance to the administrative and program services and act as the liaison between George Mason University and the Smithsonian to effectively communicate and coordinate program activities.
This position reports to Executive Director of Smithsonian-Mason School of Conservation.

Responsibilities:

Budget and Financial Management

• Provides oversight of the financial operations of SMSC;
• Develops cost analysis to evaluate short and long-term programming opportunities and to support strategic planning and decision-making;
• Prepares procurement solicitations and acts as contract administrator for SMSC service contracts;
• Manages accounting and financial activities including but not limited to cash handling, accounts payable/receivable, receivables reporting, reconciliation;
• Exercises primary responsibility for managing grant, scholarship and fellowship funds, as well as foundation accounts;
• Serves as eVA and BOA approver for small purchases; and
• Holds delegated signature authority for contracts up to $5,000.

Operations

• Provides leadership and direction for the facilities, maintenance, contracted services, events management, and auxiliary services on campus to ensure efficient campus operations;
• Serves as a on-site first responder to emergency incidents;
• Directs facility needs including actions related to planned and deferred maintenance;
• Directs campus event scheduling and management functions;
• Serves as the primary liaison to relevant university offices including Fiscal Services, Risk Management, Facilities, Auxiliary & Business Services, and Housing and Residence Life, Camps & Youth Programs;
• Serves as the administrative expert applying knowledge of Commonwealth of Virginia and George Mason University policies, rules, and regulations for administrative and program services;
• Directs campus-wide equipment and inventory management; and
• Serves on the SCBI (external Smithsonian) Core-Ops Committee.

Personnel

• Accountable for the supervision of full-time staff, Facilities Coordinator, and Community Director;
• Ensures that new hires have adequate workspace and office equipment;
• Responsible for providing policy guidance and feedback, maintaining a working knowledge of legal requirements related to daily management of employees, and navigating personnel actions according to HR policy, procedures, and deadlines; and
• Serves as the HR Liaison for SMSC.

Academic Program Administration

• Manages the ongoing strategic planning process;
• Under the direction of the Executive Director, executes special projects, strategies, and processes that advance SMSC's strategic plan and vision, ensuring all departmental goals, standards, and objectives remain fully aligned with institutional priorities;
• Directs day to day administrative support required to run all high school, undergraduate, and graduate academic programming at SMSC. This includes but is not limited to Course Management Inventory and setup, student registration, space scheduling and prioritization, student engagement and recruitment activities, program logistics; and
• Manages the high school registration system, TouchNet, and creates registration pages for new course offerings.

Student Programming and Support

• Directs the administration and management of the residential facility and University Life at SMSC;
• Provides oversight of University Life and Residence life for high school, undergraduate, and graduate students;
• Supervises SMSC Community Director and provides dotted line supervision and guidance to SMSC RA’s;
• Supervises the room assignment process for high school, undergraduate, and graduate housing at SMSC;
• Maintains staff compliance with established Residence Life and University Policies;
• Appropriately manages situations involving various psychological, emotional, medical or other safety related emergencies or incidents in the residential community; and
• Provides supervision for University Life events.

Required Qualifications:

• Master’s degree in related field or equivalentcombination of education and experience;
• Experience serving as an organizational administrative expert applying knowledge of applicable policies, rules, and regulations for program business operations;
• Knowledge of administrative, financial, operational and personnel management;
• Demonstrated customer service skills and the ability to communicate effectively with internal and external clients/customers;
• Ability to exercise sound and independent judgment and address complex issues with minimal or no supervision;
• Ability to interpret policy, develop procedures, and apply knowledge of effective business practices and procedures;
• Ability to effectively coordinate and supervise diverse administrative, financial, operational, and personnel functions;
• Ability to work effectively across a wide array of university departments and with external associates;
• Ability to ensure that executive management is provided the information and resources needed to make management decisions;
• Problem-solving and innovation skills to meet the challenges and opportunities of higher education; and
• Valid driver's license needed to drive GMU state vehicles; must currently possess an appropriate, active, valid motor vehicle operator’s license that meets all of GMU’s requirements for operating state vehicles and equipment under Mason’s Vehicle Use Policy 1411 The Office of Risk Management reserves the right to review the driver’s licenses and Motor Vehicle Reports (MVRs) of all candidates selected for employment, contingent upon a favorable review.

Preferred Qualifications:

• Certification and/or training as a Commonwealth procurement officer;
• Certification in project management preferred;
• Significant progressively responsible experience, preferably in a higher education environment, highly desired;
• Skill in the use of Microsoft suite software programs, eVA purchasing system, MFG, TouchNet and Banner;
• Ability to serve as the organizational administrative expert applying knowledge of Commonwealth of Virginia and George Mason University policies, rules, and regulations for program business operations; and
• Working knowledge of George Mason University and/or Smithsonian’s National Zoo and Conservation Biology Institute.

Posting Open Date: October 19, 2026

For Full Consideration, Apply by: November 2, 2026

Open Until Filled: Yes