Working Title: Fiscal & Administrative Specialist (Part-Time)

State Role Title: Administrative and Office Specialist III

Position Type: Part-time - Wage / Part-time Salaried

Position Status: Part-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Principal Relationships

Department: 100650 - Principal Giving

Pay Rate: Hourly

Specify Range or Amount: 21.50

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: 2/20/2026

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.

JMU offers several perks to all employees including:
• A Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.
• Free Access to the University Recreation Center (UREC): Employees can enjoy facility access and program registration privileges at UREC and University Park. This includes the climbing wall, equipment centers, and group exercise studios.
• A variety of voluntary benefits such as Pet Insurance, Identity Theft and Legal Protection Plans, and several other supplemental benefits.
• Holiday Breaks: The university is granted 12 holidays a year.
• Talent Development Trainings: The Talent Development department offers a wide variety of personal and professional trainings, eligible for all employees to join.

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 Principal Giving team in University Advancement is seeking a highly organized and detail-oriented individual to join the Principal Giving team as a part-time Fiscal & Administrative Specialist. Reporting to and working closely with the Assistant Vice President for Principal Giving and the Operations Lead, this position requires excellent communication skills, confidentiality, strong attention to accuracy and detail, compliance with JMU’s financial and purchasing rules, the ability to learn new systems and databases, and managing multiple priorities effectively.

The main responsibilities of the position are fiscal/financial, including purchasing, processing invoices, receipts and travel expense reimbursements, preparing budget documents, analyzing spending, and maintaining accurate financial records. Other duties include working within the CRM (Affinaquest) to ensure accurate data updates and providing administrative support to office leadership to prepare for meetings with donors.

Together, the Operations Lead and the Fiscal & Administrative Specialist bring a cohesive and collaborative approach to the fiscal and operations support of the Principal Giving unit, whose mission is to facilitate transformative philanthropic gifts to JMU from our most financially-capable prospective donors.

Duties and Responsibilities:

Duties and Responsibilities:
• Maintain, reconcile and analyze monthly budgets.
• Process and record all departmental financial expenditures according to JMU and team best practices.
• Maintain and reconcile small purchase credit card(s).
• Process travel authorizations and expense reports in the Chrome River system.
• Prepare and approve purchase orders through eVA, Virginia’s online procurement system.
• Develop and maintain expertise in JMU guidelines and limitations relating to travel, expense, budget and other areas involved with financial operations and serve as the Principal Giving team’s primary relationship liaison to these areas.
• Maintain and manage office equipment and supplies.
• Assist in planning, ordering and managing stewardship items for donors.
• Prepare correspondence and donor stewardship items for mailing.

• Assist in providing administrative support to office leadership to prepare for meetings with donors, such as arranging spaces on campus, vehicles, and food, and communicating logistics with donors and scholarship recipients.

• Work within Affinaquest donor relationship system (CRM) to record updates or extract information.

• Participate in team meetings.
• Perform other duties as assigned to support the needs of the unit and in collaboration with other colleagues.

Qualifications:

Required:
• Proven experience in administrative role working efficiently with others.
• Relevant competency with finance, accounting, or fiscal management.
• Proven attention to detail and high level of accuracy.
• Excellent organizational and file management skills.
• Ability to organize and prioritize multiple tasks and meet deadlines.
• Ability to handle activity and information with discretion, integrity, and in a confidential manner.
• Demonstrated resourcefulness and the ability to work independently as well as an effective member of a team.
• Ability to learn and master new systems to enhance technical skills, efficiency and effectiveness.
• Strong verbal and written communication skills.
• Fluency with MS Office programs with a focus on Excel, Word, Teams, and Outlook.
• Ability to learn new systems quickly; technical adaptability.
• Flexibility to adapt to changing priorities and deadlines.

Additional Considerations:
• Experience in a customer service role.
• Experience with Chrome River or a similar expense management system.
• Experience working with Affinaquest, Salesforce, or other donor/customer relationship management system.

Additional Posting Information:

Conditions of Employment:  

Employment is contingent upon the successful completion of a criminal background check.

This is a part-time wage position working up to an average of 29 hours per week over the course of a calendar year with no benefits.

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.