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

FLSA Status: Non-Exempt: Eligible for Overtime

 

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: 01/06/2025

 

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 Administrative Assistant serves as the initial point of contact for the College of Health and Behavioral Studies Dean's Office. The Administrative Assistant provides primary support for four Associate Deans in the college. This position also supports the Dean and serves as an effective team member along with other administrative support staff members. The College of Health and Behavioral Studies (CHBS) is a large and complex college with academic programs at the undergraduate and graduate levels. CHBS (https://www.jmu.edu/chbs/index.shtml) is also the home to a number of clinics, centers and institutes.

 

Duties and Responsibilities:

- Serves as the welcoming and professional initial point of contact for visitors and callers to the Dean's Office.
- Provides administrative assistance to the Associate Deans.
- Manages travel arrangements and reimbursements for the Dean and Associate Deans.

Purchasing and Budget:
- Reconciles departmental purchasing credit card.
- Places orders for the office including office supplies, equipment, and furniture.
- Maintains an electronic inventory of all supplies.
- Serves as backup for budget processing.

Support for office processes:
- Serves as backup to the Building Coordinator regarding work orders and room reservations.
- Manages forms requiring approval.
- Arranges meetings and maintains Outlook calendars for Associate Deans.
- Serves as backup for the Dean's Outlook calendar.
- Collaborates with team members in planning and managing college events.
- Prepares Power Point presentations.
- Maintains office equipment inventory.

Support for student processes:
- Assists with coordination of the student suspension process.
- Maintains student files.
- Creates and sends letters to students named to Dean's and President's lists.

 

Qualifications:

- Excellent customer service skills.
- 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 Outlook, 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.