Opening - Director of Auxiliary Services George Mason
About the Position:
The Director of Auxiliary Services is responsible for the day-to-day operations and management of several contracted services. The position administers all aspects of one or more of the University contracts with external vendors including, but not limited to, bookstore, mail services, print services, banking, and EagleBank Arena. The position may also manage certain administration services such as intake process for Camps and Programs for minors.
The position supports other ASO contract managers during a transition period pending future retirements. Working closely with retiring managers to assist in contract management and learning all the intricacies of each contract. The Director of Auxiliary Services is responsible for expanding full contract management.
This position directs the University’s negotiation with prospective tenants (on-campus property leased to outside parties) and ASO contractors and manages the University’s relationship with external industry experts. The Director coordinates and maintains standards of excellence for contracted services, as per the contracts in place between George Mason University and the contractors. The position has responsibility of making budgetary and contractual decisions and recommendations.
The position reports to the Executive Director of Auxiliary Services (EDAS). The Director of Auxiliary Services will assist the EDAS in directing all activities within the Director’s portfolio, such as researching, exploring and initiating new opportunities for the University, implementing administrative procedures and systems to evaluate existing revenue generation and financial models, and coordinating the accounting and reporting for budgeted revenue. Assists the EDAS in developing business and marketing plans as well as performance goals and metrics for the successful operation of the Director’s portfolio.
Responsibilities:
Contract administration
- Responsible for effectively managing the contractual relationships between George Mason University and its service providers;
- Tracks performance measurements to ensure Auxiliary Services and Operations’ operating, customer service, and financial performance objectives are met;
- Manages and tracks all revenues from sales, commissions, rents, and annual guarantees to allow for effective revenue optimization;
- Provides pro-active management of contractor relationships;
- Administers all aspects of lease agreements with several campus retail outlets;
- Prepares and analyzes reports relative to the financial and operating performance of revenue operations; and
- Facilitates communications and addresses customer service issues with all vendors and staff providing services to the University and responds to customer inquiries and complaints.
Operational Responsibilities
- Works with contractors to provide highest quality customer service within developed budgets and contractual agreements;
- Develops new revenue generating ideas for portfolio;
- Ensures contractors are following contract terms and providing required services to the University community;
- Works closely with Office of University Branding on bookstore merchandising;
- Analyzes and recommends best long-term operational structure of portfolio units for the University; and
- Monitors operations performance and effectiveness to ensure the department is meeting established goals and standards.
Financial Responsibilities
- Responsible for portfolio operating budgets. Works with the EDAS and the Associate Director of Finance and Internal Controls to develop annual portfolio budgets;
- Assists EDAS in implementing administrative procedures and systems to evaluate existing revenue generation and financial models;
- Reconciles portfolio financials monthly;
- Manages portfolio financial performance and tracks against budget;
- Invoices contractors monthly or quarterly as needed; and
- Works with Associate Director of Finance and Internal Controls in responding to University and state audit requests.
Facilities Responsibilities
- Responsible for operations of University-owned facilities along with appropriate contractor;
- Manages facilities upkeep, maintenance, and capital planning, improvements and execution;
- Works with Facilities Management staff on facilities maintenance and improvements;
- Coordinates with Associate Director of Finance and Internal Controls on short-term and long-term capital budgeting and reserve planning; and
- Monitors auxiliary facilities for safety and accessibility compliance.
Other duties as assigned as logical to the position
Required Qualifications:
- Bachelor’s degree in related field or the equivalent combination of education and experience;
- Expertise in contract management in any of the following: retail sales, financial analysis, and lease management;
- Experience with budget management (development and projections/forecasting);
- Demonstrated experience negotiating and managing contracts;
- Understanding of facilities operations, including capital maintenance and planning;
- Ability to develop and maintain strong vendor relationships, including weekly and monthly meetings with all contractors under portfolio management;
- Ability to promote productive relationships with the student, campus and business communities, and work closely with other University departments often requiring persuasive communication;
- Highly professional skills managing all customer service-related issues;
- Ability to work on multiple projects simultaneously and work well under limited time constraints;
- Ability to work effectively with the unit directors to develop a clear set of program priorities and timelines; and
- Strong customer service perspective and ability to understand diverse set of changing customer needs.
Preferred Qualifications:
- Master’s degree in related field;
- Experience in auxiliary services contract management at a higher education institution;
- Preferred experience in one or more of University operations: bookstore operations, print and mail services management, and arena management;
- Substantial experience being responsible for large or long-term project coordination; and
- Interest in developing new products and services and growing diverse businesses.