Working Title: Athletics Executive Assistant

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: Intercollegiate Athletics

Department: 300022 - Intercollegiate Athletics Adm

Pay Rate: Maximum Starting

Specify Range or Amount: $44,674

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: 

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:

James Madison University, a Division I member of the NCAA and Sun Belt Conference, is accepting applications for an Executive Assistant in the Athletics Administration office. The Executive Assistant provides support for the Athletics Administration Leaders and the department. This position is full time with a comprehensive benefits package.

Duties and Responsibilities:

• Serve as the official point of contact for all guests and phone calls coming into the Athletics Administrative Office.
• Provide administrative support for Athletics Administration Leaders to include scheduling appointments, travel planning, travel reimbursements, ordering and correspondence.
• General administrative responsibilities for the Athletics Administrative Office to include daily mail distribution, maintain office supplies and equipment, process payment for department invoices, schedule administrative vehicle needs and departmental communications, and work on other projects as assigned.
• Provide administrative support on special projects and established programs for Athletics Administration Team including:
  
  • Facilitate production of the annual student-athlete handbooks in collaboration with the executive team by serving as point of contact for collection and organization of required information.
  • Utilize software to generate departmental surveys, to include the student-athlete exit survey; manage logistics to schedule interviews with student-athletes, sports administrators and FAR, generate survey information for all student-athlete exit interviews for each sports administrator, supervisor and Athletics Director; accumulate all student-athlete exit information into an annual report presented to the executive team; individual departments, VP of Administration and Finance and the President.

• Schedule departmental meetings and luncheons, including collaboration with Facilities and Aramark
• Oversee holiday initiatives and other initiatives sponsored by the department
• Serve as a back-up to the department in entering ePARS in the HRMS system and entering Payroll
• Oversee and Manage the Affiliate Process for the Department
• Produce weekly agendas for Administration Team Meetings and other departmental meetings
• Manage office machines and serve as point of contact for office equipment and supplies.
• Utilize SPCC card for purchases of office supplies and other purchases for programs.
• Provide assistance as requested by Athletics Leadership in the development of correspondence and other special projects including postseason travel and minutes.
• Manages all team rosters in the Real Recruit Platform.
• Documents & tracks OSARP reports for use by Senior Leadership.
• Tracks Courtesy vehicle mileage for the AD & Deputy AD.
• Manage various Foundation accounts on behalf of the department
• Organizes annual CPR training for Departmental Coaches & Staff.
• Maintains Athletics Directory, including accurate departmental email listserv and updated organizational chart
• Oversees monthly birthday card recognitions and Teammate of the Month Program

Qualifications:

Required:

• Proficiency in Microsoft Office: Word, Excel, PowerPoint, Outlook
• Proven ability to handle sensitive and confidential information
• Previous experience working in a fast paced environment
• Ability to interact appropriately with diverse groups while providing excellent customer service
• Excellent verbal and written communication skills
• Ability to prioritize tasks and meet deadlines
• Proven calendar management skills

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.