State Role Title: Administrative and Office Specialist III
Position Type: Full-time Staff (Classified)
Position Status: Full-Time
FLSA Status: Exempt: Not Eligible for Overtime
College/Division: Student Academic Success
Department: 100691 - Pre-Professional Health Advising
Pay Band: 3
Pay Rate: Pay Range
Specify Range or Amount: $38,000 - $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: 08/03/2026
About JMU:
At James Madison University (JMU), we’re more than just a publicly funded institution — we’re a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.
Why Work at JMU?
We offer a comprehensive benefits package designed to support your professional journey and personal wellbeing:
- Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
- Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
- Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
- Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
- Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.
At JMU, we believe in Being the Change — and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.
Discover what makes JMU a great place to work: bit.ly/JMUEmployment
General Information:
The Pre-Professional Health Advising (PPHA) office at James Madison University supports students and alumni exploring and pursuing careers in the health professions. Through individualized advising, educational programming, application support, and partnerships across campus, PPHA empowers future health professionals to navigate their academic and professional journeys with confidence.
PPHA invites applications for the position of Advising Operations Assistant, a key member of the PPHA team supporting daily operations of a dynamic student services office. This position combines student-facing support, advising operations, data and workflow management, and administrative coordination to ensure seamless delivery of advising services for students and alumni.
Duties and Responsibilities:
Student Services
- Serve as a welcoming first point of contact for prospective students, current students, alumni, and families.
- Manage departmental communications, appointments, phone calls, email inquiries, and student check-in processes.
- Support advising appointments, student engagement activities, and scheduling for departmental resources and facilities.
- Assist students and alumni with navigating advising services and connecting with appropriate resources.
- Support PPH Madison Advising Peers & Transfer Ambassadors.
Advising Support Operations
- Manage student records, minor declaration workflows, advisor assignments, and enrollment processes using university systems.
- Coordinate processes related to health professions application support, including pre-application reviews, letter packet services, applicant tracking, and confidential record management.
- Monitor and maintain applicant data, communications, schedules, and associated supporting documentation.
- Collaborate with advisors to support time-sensitive advising and application-related workflows.
Administrative and Operational Support
- Coordinate calendars, meetings, events, room reservations, travel arrangements, and departmental programs.
- Support purchasing, budget tracking, reconciliation, and financial recordkeeping in accordance with university policies.
- Assist with personnel processes, facilities management, work orders, access management, and departmental reporting.
- Provide operational support for recruiting activities, professional events, and large-scale annual programs.
Data Management and Reporting
- Maintain accurate records and activity tracking systems across multiple platforms.
- Utilize technology and data systems to support decision-making, workflow management, and annual reporting efforts.
- Ensure compliance with university policies regarding confidentiality, records management, and student information.
Qualifications:
- A strong commitment to student-centered service and creating a welcoming environment.
- Excellent interpersonal, communication, and organizational skills.
- Ability to work effectively & collaboratively with students, alumni, faculty, staff, and external stakeholders.
- Experience utilizing Microsoft Office applications, particularly Outlook, Excel, Teams, and Word.
- Ability to manage multiple priorities, deadlines, and confidential information with accuracy and professionalism.
- Strong attention to detail and commitment to maintaining accurate records and processes.
- Commitment to continuous learning, adaptability, and supporting shared office responsibilities.
- Ability to contribute positively to a culture of accessibility, collaboration, exploration, and professionalism.
- Understanding of FERPA, confidentiality standards, and institutional policies related to student records.
- Knowledge of budget monitoring, purchasing, and recordkeeping practices.
Additional Posting Information:
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 [email protected]. 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.
