Working Title: Assistant Director of Graduate Admissions

State Role Title: Education Support Specialist III

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: The Graduate School

Department: 100140 - Graduate School

Pay Rate: Pay Range

Specify Range or Amount: $47,000-$50,964

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: 10/20/2025

About JMU:

At James Madison University (JMU), we’re more than just a publicly funded institution — we’re a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.

Why Work at JMU?
We offer a comprehensive benefits package designed to support your professional journey and personal wellbeing:
• Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
• Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
• Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
• Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
• Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

At JMU, we believe in Being the Change — and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

Discover what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

The Assistant Director of Graduate Admissions is a key member of the Office of The Graduate School and is responsible for managing and administering the graduate admissions process at James Madison University. This position ensures the accuracy, efficiency, and integrity of admissions operations and provides direct support to graduate program directors, applicants, and institutional partners.

Primary Responsibilities

· Graduate Admissions Management: Oversees the graduate admissions process, including the development and maintenance of online application forms, integration of letters of recommendation, and incorporation of external data such as test scores. Collaborates with program directors to establish program-specific admission requirements and ensures their accurate posting on The Graduate School website.

· Application System Administration: Serves as the primary administrator of the CollegeNET application system and acts as the Graduate School liaison with CollegeNET. Responsibilities include daily system monitoring, data management, downloading and processing applications, merging external test score data, and maintaining automated responses. Develops custom reports, tests system changes, resolves technical or procedural issues, and contributes to staff training and development.

· Matriculation and Student Records: Manages the matriculation process for admitted students, including creating and updating student records in PeopleSoft, changing applicant status to student, assigning academic advisors, confirming residency status, and implementing registration holds for conditional admissions.

· Deferrals and Student Tracking: Oversees the management of admission deferrals, monitors students admitted conditionally or provisionally, and tracks students who accept admission but do not enroll in coursework.

Duties and Responsibilities:

The Assistant Director plays a central role in ensuring the seamless operation of graduate admissions, maintaining compliance with institutional policies, and supporting the overall mission of The Graduate School.

Leadership & Consultation
· Serve as a consultant to graduate certificate and degree program directors.
· Contribute to the training of new graduate program directors.
· Conduct annual review and update sessions for graduate program directors.
· Provide leadership by working independently, staying well-organized, and demonstrating strong analytical and problem-solving skills.
· Interpret complex policies and exercise independent judgment on policy questions.
· Prioritize responsibilities to complete tasks accurately and on time while maintaining confidentiality.
· Manage multiple projects simultaneously with attention to detail in a mission-critical office.


Graduate Admissions Operations
· Oversee daily operations of the graduate admissions process, including application review workflows and decision entry.
· Serve as backup for the Director of Graduate Admissions and the Graduate Admissions Document Manager and Computer Coordinator.
· Maintain and update application systems, including setting terms, triggers, and “e-sponses.”
· Monitor data accuracy and integrity across systems, coordinating with IT and ERP teams as needed.
· Act as a liaison between academic departments and admissions, providing support on application systems (e.g., CollegeNET–ApplyWeb, Program Manager).


Collaboration & Events
· Collaborate on major events such as the Graduate Fair, Three-Minute Thesis Competition, Graduate Symposium, and Commencement.
· Collaborate with International Student and Scholar Services (ISSS) on international applicant processes, including late arrival requests and deferrals.


Supervision & Team Development
· Supervise graduate admissions assistants.
· Build strong communication, interpersonal, and networking relationships to support team effectiveness.


Additional Responsibilities
· Perform additional duties as assigned.

Qualifications:

Required Qualifications:
· Demonstrated proficiency in Microsoft Excel or Access
· Demonstrated accuracy and attention to detail in data entry
· Hands-on experience with PeopleSoft Student Administration or a similar student information system
· Experience working with multiple interconnected software applications with a focus on data accuracy and system integration
· Strong organizational, communication, and problem-solving skills, with proven ability to manage competing priorities
· Ability to collaborate effectively within a team environment, offering support and contributing to team success and the ability to quickly learn and adapt to new software systems

Additional Considerations:
· Experience with CollegeNET or a similar application-based system
· Experience with multiple student-based systems in a higher education environment (e.g., Cascade or similar platforms)
· Availability to work occasional evenings and weekends for school events

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.