Executive Administrative Assistant, College of Science and Mathematics Job at James Madison University
Position Number 0021 Posting Number S3094 State Role Title Administrative and Office Specialist III Position Type 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 Band 3 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
Preferred:
Position Summary Information
General Information
The College of Science and Mathematics (CSM) at James Madison University (JMU) is accepting applications for the role of the Dean’s Office Executive Administrative Assistant. This position will provide administrative and clerical support to the CSM Dean’s office personnel. This position will also interface between the CSM Dean’s Office, JMU Administration, and the five departments that comprise the CSM. In addition, the Executive Administrative Assistant will serve as office manager and oversee CSM budget planning and monitoring.
The
College of Science and Mathematics (CSM) is comprised of the departments of Biology, Chemistry and Biochemistry, Geology and Environmental Science, Mathematics and Statistics, and Physics and Astronomy, as well as collaborative offerings in Biotechnology, Data Analytics, and three Environmental programs. CSM is a vibrant college that places undergraduate student learning as its primary focus in which our students learn by doing. Faculty are passionate about using high impact pedagogies and providing research experiences for undergraduates, offering high quality experiences for graduate students in a limited number of programs, as well as cross-disciplinary collaborations in teaching and research. CSM is deeply committed to student, staff, and faculty diversity, with a focus on enhancing inclusivity and belonging.
JMU 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 and enhance 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 James Madison University a great place to work!
JMU 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 and enhance 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 James Madison University a great place to work!
Duties and Responsibilities
The successful candidate will:
- Provide administrative assistance to Dean’s office personnel.
- Provide administrative assistance to five CSM departments, as needed.
- Serve as first point of contact for college office and college main phone providing accurate information and guidance to visitors, staff, and faculty.
- Assist with coordination of events, including reserving spaces, managing guest lists, catering, and set up. This includes logistics related to CSM Commencement.
- Manage the CSM budgets and financial records, which includes the dean’s office operational budget, faculty assistance budget, science curriculum and enhancement budget, and the indirect cost recovery budget.
- Process travel authorizations and expense reports in Chrome River, JMU’s electronic system for entering and approving travel and individual expense reimbursements.
- Serve as point person for SPCC (small purchase charge card) reconciliation and timesheet entry.
- Provide purchasing and Facilities Management support by ordering office supplies, print orders, state vehicle requests, and work orders as needed.
- Perform other duties as assigned to support the needs of the CSM.
Qualifications
Required:
- Previous experience in efficient office practices
- Proven attention to detail, resourcefulness, and time management skills
- Strong written and verbal communication skills
- Advanced knowledge in Microsoft Office
- Relevant experience with finance, accounting, or fiscal management
- High level of customer services skills
- Ability to maintain confidentiality within a college office
Preferred:
- Bachelor’s degree
- Knowledge of existing JMU systems including Chrome River, ePAR, eVA, AiM Motor pool, Event Management System aka (EMS), and PeopleSoft
- Knowledge of Microsoft 365 and Zoom
Condition(s) 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.
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.
Posting Detail Information
Posting Date
03/03/2023
Beginning Review Date
04/10/2023
Closing Date
Open Until Filled
Yes
Proposed Starting Date
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.
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 Request
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.
Annual Security and Annual Fire Safety Report
Notice of Availability – Annual Security and Fire Safety Report
The Annual Security and Fire Safety Report contains information regarding campus security and personal safety including topics such as: crime prevention, the university police law enforcement authority, crime reporting policies, disciplinary procedures, protocols for the immediate notification of students and staff upon confirmation of a significant emergency on campus and other matters of importance related to security and safety. The report includes statistics for the most recent three-year period of reported crimes that have occurred on campus; in certain off-campus buildings or property owned or controlled by JMU or its affiliates; and on public property within or immediately adjacent to and accessible from the campus.
The Annual Security and Fire Safety Report includes campus housing fire statistics for the most recent three-year period, a description of each on-campus student housing facility fire safety system, the number of fire drills held during the previous calendar year, policies or rules on portable electrical appliances, smoking, and open flames in student housing; and procedures for student housing evacuation in the event of fire along with other fire safety information.
The JMU Annual Security and Fire Safety Report includes the Harrisonburg campus and the three overseas branch campuses; Florence, Antwerp, and London. It is available electronically
You can obtain a copy of any of this report by contacting the Office of Public Safety, MSC 6810, James Madison University, Harrisonburg, VA 22807 or request that a copy be mailed to you by calling (540)568-6769/6913.
The Annual Security and Fire Safety Report contains information regarding campus security and personal safety including topics such as: crime prevention, the university police law enforcement authority, crime reporting policies, disciplinary procedures, protocols for the immediate notification of students and staff upon confirmation of a significant emergency on campus and other matters of importance related to security and safety. The report includes statistics for the most recent three-year period of reported crimes that have occurred on campus; in certain off-campus buildings or property owned or controlled by JMU or its affiliates; and on public property within or immediately adjacent to and accessible from the campus.
The Annual Security and Fire Safety Report includes campus housing fire statistics for the most recent three-year period, a description of each on-campus student housing facility fire safety system, the number of fire drills held during the previous calendar year, policies or rules on portable electrical appliances, smoking, and open flames in student housing; and procedures for student housing evacuation in the event of fire along with other fire safety information.
The JMU Annual Security and Fire Safety Report includes the Harrisonburg campus and the three overseas branch campuses; Florence, Antwerp, and London. It is available electronically
You can obtain a copy of any of this report by contacting the Office of Public Safety, MSC 6810, James Madison University, Harrisonburg, VA 22807 or request that a copy be mailed to you by calling (540)568-6769/6913.
Minimum Reference(s) Required
3
Quick Link for Direct Access to Posting
https://joblink.jmu.edu/postings/14049
Additional Posting Information
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