Working Title: STEM Outreach Administrative 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: College of Science and Mathematics

Department: 100129 - Dean - College of Science and Math

Pay Rate: Pay Range

Specify Range or Amount: $38,500 - $42,500

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: 03/28/2025

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 Center for STEM Education and Outreach at James Madison University seeks to hire a full-time Administrative Assistant to provide support to the Center for STEM Education and Outreach as well as other collaborative programs in the colleges of Integrated Science and Engineering (CISE) and Science and Mathematics (CSM). JMU Center for STEM Education & Outreach engages students and faculty with the PK-12 STEM community by developing sustainable and mutually beneficial STEM education programs. More information on the work of the STEM Education and Outreach Center can be found at https://www.jmu.edu/stemcenter/index.shtml

Duties and Responsibilities:

The STEM Outreach Administrative Assistant provides support to the Center for STEM Education and Outreach by:
1. Assisting the Director of the Center for STEM Education and Outreach with planning events including making room reservations, placing catering orders, and working with dining services to purchase meal vouchers.
2. Attending occasional outreach events.
3. Assisting the Director with preparing and organizing outreach materials.
4. Assisting the Director with supervising student employees.
5. Creating and maintaining Excel spreadsheets of outreach program data.
6. Corresponding with K-12 teachers, JMU faculty, JMU students and other partners through email and phone.
7. Submitting and maintaining records of timesheets for part-time STEM Center employees.
8. Purchasing educational materials, including identifying appropriate contracted vendors, requesting authorization for vendors, and occasionally picking up STEM Center supplies locally.
9. Generating budget summaries.
10. Preparing ePARs (electronic personnel action requests), accounting vouchers, travel-related expenditures, accounting transfer vouchers, budget revisions, and other financial forms, as necessary.
11. Maintaining and using a Small Purchase Credit Card (SPCC), issued through the university.
12. Reconciling SPCC purchases and monthly budgets.

This role also provides administrative support for other CISE and CSM collaborative programs including purchasing, budget reconciliation, generating budget summaries, and invoicing.

Qualifications:

Required Qualifications:
• Excellent written and verbal communication skills
• Strong organization skills
• Excellent time-management skills
• Ability to take initiative
• Experience with MS Excel, MS Word, and cloud-based file sharing
• Access to reliable transportation

Additional Considerations:
• Experience with balancing and managing budgets
• Experience with Chrome River or other electronic travel management platforms, purchasing through eVA or similar government procurement systems, and using PeopleSoft or a similar system
• Experience creating cloud-based electronic signature forms

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.