Administrative Assistant - College Of Health And Behavioral Studies Dean's Office

Working Title: Administrative Assistant

• College of Health and Behavioral Studies Dean's Office

State Role Title: Administrative and Office Specialist III

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

College/Division: College of Health and Behavioral Studies

Department: 100239 - Dean

• CHBS

Pay Rate: Pay Range

Specify Range or Amount: $38,000 - $42,000

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: 08/29/2024

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 Administrative Assistant will serve as the initial point of contact for the Dean's Office Suite. The Administrative Assistant works as a member of the team within the Dean's Office demonstrating those characteristics of an effective team member. The Administrative Assistant provides primary support for four Associate Deans and backup support to the Dean. The Administrative Assistant handles various forms and documents to support college processes.

Duties and Responsibilities:

Serves as the initial point of contact for visitors and callers to the Dean's Office:

• Greets all visitors to the Dean's Suite in a welcoming and professional manner.

• Answers office phones with professionalism and in a timely manner.

Supports office processes in collaboration with other administrative support team members:

• Processes routine forms that come to the Dean's Office for approval.

• Maintains Outlook calendars for Associate Deans that include scheduling office events and sending reminders. Serves as backup to the Administrative Assistant to the Dean with the Outlook calendar for the Dean.

• Prepares donor thank you letters monthly for the Dean's signature.

• Handles travel arrangements for the Associate Deans and Dean that include pre approvals, submitting expense reports, conference registrations, making airline reservations and hotel reservations. Must follow the state guidelines and be in compliance for travel.

• Assists with room reservations, preparation of catering contracts and room setups in the HBS building.

• Collaborates with other administrative staff in the Dean's Office with college events such as the opening faculty meetings, annual staff meeting, and commencement.

• Prepares Power Point presentations for various events as needed under the direction of the Dean and/or Associate Dean(s).

• As Fixed Assets Coordinator, the Administrative Assistant will maintain equipment records, conduct an annual physical inventory, schedules appointments for decaling equipment and communicates with Fixed Assets to ensure accurate equipment data.

• Regularly demonstrates a willingness to perform tasks in the interest of serving the University and the Dean's Office vision.

Purchasing and Budget:

• The Administrative Assistant processes the majority of all eVA orders, including confirming orders and monitoring deliveries.

• Places orders for the office including equipment, furniture and office supplies. Maintains an electronic inventory of all supplies and checks monthly for reordering.

• Assists with budget processing as a backup to the Administrative Assistant Senior.

Facilities Management:

• Schedules with Facilities Management monthly and annual service on all CHBS vehicles.

• Ensures that all vehicles have appropriate levels of gasoline in the tanks at all times and will refuel tanks at the FM garage.

• Schedules and reserves the state vehicles according to the needs of the Dean and Associate Deans.

Student Forms:

• Coordinates with the relevant Associate Dean and Academic Student Services regarding the student suspension process and handles various forms for the Associate Deans.

• Maintains student files in hard copy and electronically.

• In collaboration with the relevant Associate Dean, will create and submit Dean's list and President's list letters.

• Provides student transcripts as need for the Associate Dean's review.

Qualifications:

• Excellent customer service skills are essential.

• Demonstrated ability to work independently and as part of a team.

• Excellent oral and written communication skills.

• Demonstrated high level of professionalism.

• Evidence of strong organizational and time management skills.

• Excellent attention to detail and accuracy.

• Proficiency in Microsoft Office with a particular focus on Word, Power Point and Excel.

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.