Working Title: Office Manager - Department of Computer Science

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 Integrated Science and Engineering

Department: 100061 - Computer Science

Pay Rate: Pay Range

Specify Range or Amount: $42,000 - $44,000

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: 12/02/2024

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 Department of Computer Science at James Madison University (JMU) seeks an administrative professional to serve as a full-time office manager. The position will provide support in the areas of budget management, purchasing, human resource, travel, recruitment and other duties assigned and in association with the day-to-day operation of a dynamic academic unit.

Duties and Responsibilities:

The successful candidate will:
• Provide administrative assistance to the department head
• Maintain and reconcile departmental budgets
• Record keeping of all departmental financial expenditures
• Prepare and process hiring paperwork for employees recruited to the department, including newly hired full-time faculty and part-time adjunct faculty, assist with search processes and logistics.
• Initiate departmental onboarding process for new hires and interface with HR as needed on employee records.
• As assigned, process paperwork to hire student summer research assistants.
• Hires all student employees, process student time-sheets
• Maintain personnel files.
• Prepare and approve orders through eVA, Virginia’s online procurement system.
• Maintain and reconcile small purchase credit cards(s).
• Manage and assist with the purchasing of equipment through ETF (Equipment Trust Fund) and other JMU funding as needed.
• Process travel authorizations and expense reports in Chrome River, JMU electronic system for entering and approving travel and individual expense reimbursements.
• Maintain and manage office equipment and supplies.
• Manage and reserve space using the virtual reservation system
• Perform other duties as assigned to support the needs of the unit and in collaboration with colleagues across the college.
• Provide administrative support for faculty who have grants or who direct special event/conferences.
• Share some responsibilities with the CS Administrative Assistant including entering class of schedules, generating permissions and EMS room scheduling for courses.
• Simultaneously handle various responsibilities while maintaining quality and accuracy across diverse tasks.

Qualifications:

Required Qualifications:
• Relevant experience and competency with finance, accounting, or fiscal management
• Fluency in Microsoft Office with a particular focus on Word, Excel (including working knowledge of pivot tables), and Microsoft Teams
• Proven attention to detail, resourcefulness, and time management skills
• Previous experience with efficient office practices, including high level of customer service skills and an ability to work efficiently with others
• Ability to handle all office activity and material with discretion and in a confidential manner
• Strong written and verbal communications skills
• Strong interpersonal and leadership skills
• Ability to learn and master new systems to enhance technical skills, efficiency and effectiveness
• Ability to prioritize and meet deadlines
• Excellent organizational and file management skills

Additional Considerations:
• Experience with the following JMU systems is beneficial but not required: PeopleSoft, Student Administration, Chrome River, AiM, EMS, eVA, and SPCC
• Knowledge of the JMU expenditures guidelines and limitations for travel and procurement
• Experience with data management systems
• Demonstrated planning experience for events and meetings
• Technical adaptability

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.