Administrative Assistant for Academic Planning and Resources
Administrative Assistant for Academic Planning and Resources
The Administrative Assistant for Academic Planning and Resources provides comprehensive, executive level assistance to the AVP of Academic Initiatives and Planning and the AVP of Academic Resources. The successful candidate will be part of an administrative team that contributes to the success of the Provost Office and to the achievement of JMU’s academic mission by working collaboratively in a fast-paced environment. This team champions the efforts of Academic Affairs to enhance access, inclusivity, and diversity while striving to create consistent, efficient, transparent, and sustainable work processes.
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
- Provide administrative support including answering phones; responding to e-mails; managing calendars and scheduling meetings; composing, editing, and refining documents and spreadsheets; completing purchasing for Provost Office; keeping the AVPs informed and updated regarding concerns, issues and problems within the division
- Manage all aspects of incoming and outgoing personnel paperwork, JMU Foundation requests, non-monetary contract reviews, etc. for the division of Academic Affairs; apply knowledge of programs, operations, and administrative policies and procedures to complete tasks in a timely and accurate manner; submit electronic personnel action requests (ePARs) for Provost Office, provost’s direct reports, and supplemental payments following up as needed with appropriate offices to resolve missing, incomplete and/or incorrect information and filing documents in an organized system for easy recall of the information
- Support a variety of Academic Affairs work projects, including but not limited to projects related to personnel actions, Promotion and Tenure, and enhanced and phased retirement programs, by gathering facts, analyzing findings, reaching logical conclusions, recommending solutions including projects involving confidential or highly sensitive information; manage and track divisional projects updating AVPs on concerns, issues and problems and recommending solutions
- Support the work of Academic Affairs and university-wide committees by maintaining relationships with key faculty and staff members, assisting with appointment letters, managing membership lists, updating web pages, and collating biannual reports
- Provide backup support for initial review of ePARs to ensure data accuracy and consistency of budget information and sense check reason/description for pay action noted
- Maintain and manage schedule for the JMU Farm in accordance with JMU Farm use policy and procedure; manage reservations for the Moody Conference Room
- Provide backup support for phone coverage, meeting and event planning, calendar maintenance, work order requests, and travel arrangements for Provost’s Office as needed
- Other duties as assigned
Qualifications
The successful candidate must have:
- significant experience in administrative practices and procedures including calendar scheduling
- experience interpreting policies and procedures, making decisions, and independently performing complex administrative tasks
- strong interpersonal skills and customer service experience
- demonstrated ability to perform under pressure and resolve complex customer service issues with a high level of professionalism
- excellent verbal and written communication skills, experience preparing executive correspondence and presentations
- proven ability to accurately record meeting notes and minutes
- demonstrated ability to organize and plan events
- qualities such as professionalism and adaptability
- the ability to organize, prioritize and multi-task
- demonstrated typing and data entry skills and computer knowledge in a Windows-based environment and proficiency using Microsoft Office and PeopleSoft systems (or comparable systems) including advanced Word and Excel skills
- experience developing and administering surveys via Qualtrics, QuestionPro, or similar/comparable software
- exceptional attention to detail and accuracy
- the ability to work independently and as part of a team
- the ability to manage confidential and sensitive information
- Bachelor’s degree (preferred)
To learn more and to apply, go to joblink.jmu.edu and reference posting S2876 or go to https://joblink.jmu.edu/postings/12938. Review of applications begins 10/03/2022 Pay range: $44,000 - $47,250.
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.