Working Title: Fiscal & Administrative Specialist - External Initiatives for 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: 400339 - College Lab School Startup

Pay Rate: Pay Range

Specify Range or Amount: $41,000 - $44,290

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: 9/30/2025

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:

James Madison University invites applications for the position of Fiscal & Administrative Specialist within the College of Education Lab School and External Initiatives. The Fiscal & Administrative Specialist position is designed to support and monitor all programs within the External Initiatives department financial and personnel resources, as well as externally funded projects.

Duties and Responsibilities:

Budget Management:

• Monitor and oversee reconciliation of all External Initiative budgets
• Assist with the annual budget submission process, including assisting with salary verification, position tracking and internal reallocations
• Make sure the budget is reconciled on a timely basis; print budget reports (PeopleSoft); verify charges and contact JMU departments and vendors with any issues with the charges
• Prepare budget projections reports; prepares budget revisions & other financial forms as needed.
• Meet with the Associate Dean, Executive Directors, and Director of Academic Resources on a regular basis to review the status of all Lab
• School and external initiatives budgets
• Prepare university financial forms accurately and timely: ATVs, budget revisions, accounts receivable reports, deposit transmittals,
• Purchase Card reconciliations, and other forms that impact the budget
• Maintain purchasing records & resolve issues; review, approve, and allocate purchases to the proper budget and category, ensure compliance with departmental, institutional and state rules and regulations
• Request and report operational funds through local, regional and state departments
• Collaborate with local, regional and state financial departments
• Process reimbursements through Chrome River and JMU Accounts Payable protocols and processes

Personnel:

• Prepare and/or review ePAR and PAR forms and contracts for applicable employees so they can be processed in the payroll system
• Maintain employee personnel files and manage record retention in accordance with state policies
• Monitor payroll expenditures and provide updates to the Director monthly
• Process stipends and other ad-hoc payments as necessary

Purchasing:

• Use the eVA purchasing system to purchase office supplies, furniture, publications, equipment as needed; pay invoices by SPCC, Accounting Vouchers, and ATV's
  
  

Other duties as assigned

Qualifications:

Required Qualifications:

• Fiscal management experience including ability to prepare and monitor fiscal transactions and project budget performance.
• Evidence of strong organizational and time management skills.
• Exceptional attention to detail and accuracy.
• Excellent oral and written communication skills.
• Proficiency in Microsoft Office with a particular focus on Word and Excel.

Additional Considerations:

• Knowledge of Virginia Department of Education and school systems.
• Experience with Microsoft Teams & Excel.

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.