Working Title: Administrative Assistant - Middle, Secondary, and Mathematics Education in the College of Education

State Role Title: Administrative and Office Specialist III

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: College of Education

Department: 100048 - Education Programs

Pay Rate: Maximum Starting

Specify Range or Amount: $37,000

Is this a JMU only position? No

Is this a grant-funded position? No

Is this a Conflict of Interest designated position? No

Beginning Review Date: 12/01/2025

About JMU:

James Madison University is a publicly funded university with a beautiful campus and a supportive community that is committed to preparing students for the future. The university offers excellent comprehensive benefits which include paid vacation, sick, parental, and community service leave in addition to 19 paid holidays a year; affordable health insurance; retirement through the Virginia Retirement System. We also offer a work-life balance and integration program, Balanced Dukes, that is designed to support the overall wellbeing of our employees and a Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.

Visit our Prospective Employee site to learn more about what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

The James Madison University College of Education seeks an Administrative Assistant for the Middle, Secondary, and Mathematics Education (MSME) department. This position provides administrative and clerical support for the department, Academic Unit Head, faculty, and students.

Duties and Responsibilities:

1. Serve as an initial point contact for faculty, students and other visitors to the department offices, providing exceptional customer service by phone, in person, and electronically.

2. Serve as administrative assistant to the academic unit head (AUH). Provide, for example, a range of assistance with notetaking, providing transcripts, organization and archiving of files and records, calendar management, communications, orders, event logistics and reservations, and fiscal and affiliate support.
• Create protocols that help the unit adhere to policies (ex. FERPA, Records Management), meet expectations, and function efficiently.
• Maintain confidentiality and professionalism in handling sensitive information.
• Maintain up-to-date and accurate schedules, syllabi, and textbook information.

3. Utilize JMU systems for a range of tasks, prioritizing administrative support tasks. (Required training is provided.) For example:
• Review and enter approved course entries and student overrides in the student administration system(s).
• Run queries and generate reports.
• Track faculty hours and overload pay.
* Track and support student scheduling and record keeping.

4. Support the hiring, on-boarding, supervision, and separation processes for department employees by managing required paperwork and ensuring timely and accurate processing.

5. Prepare budget documents and monitor departmental budget allocations including but not limited to the small purchase credit card (SPCC) and faculty professional development needs.

6. Provide administrative support for grant-related activities, including assisting with proposal preparation, coordinating with the Office of Sponsored Programs, and supporting budget and reporting processes as directed by Principal Investigators.

7. Remain up to date on relevant software programs, procedures, and departmental needs through professional learning and practice.

8. Complete other duties as determined by the MSME Academic Unit Head and/or Dean based on the ongoing and emerging needs of the department and College of Education.

9. Maintain inventory of supplies.

10. Corresponds with adjunct faculty and assists in assigning and supporting supervisors.

Qualifications:

Required:
• Strong communication and interpersonal skills
• Demonstrated ability to interact professionally and effectively navigate challenging conversations, with a variety of stakeholders
• Exceptional attention to detail
• Strong organizational and prioritization skills
• Demonstrated persistence in finding answers and solving problems
• Experience using digital office technologies (ex. MS Office 365, Adobe Sign)
• Demonstrated ability to learn and adapt with change and innovation
• Ability to interpret and apply relevant policies

Additional Considerations:
• Prior experience as an Administrative Assistant
• Demonstrated ability to utilize emerging technologies

Additional Posting Information:

Conditions of Employment:  

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.