Working Title: Office Services Specialist – Department of Computer Science

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 Integrated Science and Engineering

Department: 100317 - Computer Science Info Sec

Pay Rate: Maximum Starting

Specify Range or Amount: $39,000

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: 07/23/2025

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 Department of Computer Science (CS) at JMU is accepting applications for an Office Services Specialist. This position provides administrative support to the department head and faculty; completes student employment paperwork, submits timesheets and maintains student employment records; event preparation; gathers data for departmental reports; purchases and maintain inventory of supplies; supports the CS graduate program including student registration and communication with the Graduate School. Shared responsibilities with the CS Office Manager including entering class schedules, course permissions, and room scheduling. This role also assists with other duties as needed.

Duties and Responsibilities:

Provides support to the CS Graduate Program Director. Key responsibilities include communication with the JMU Graduate School regarding graduate student applications, maintaining graduate student records, running reports, enrolling student in online courses, and communication with the program's external recruitment firm.

Communicates with students hired by the department to gather employment documentation, completes paperwork for student employment, gathers and enters student timesheets and maintains records of student employment.

Provides administrative support to the department head and assistant department head. Key responsibilities include assisting with the compilation and editing of annual report data and maintaining database of all course syllabi. Provides information as needed utilizing PeopleSoft reports and queries from Finance System and Student Administration System. Assists with annual scholarship awards as assigned. Coordinates department-wide events including awards ceremony, catering for speaker events, and other department wide events.

Maintains calendars and schedules meetings. Sorts and distributes mail daily.

Provides department support including catering orders for events; scheduling of rooms; maintaining departmental forms; organization of senior exit interviews; and ordering of supplies and equipment.

Shares some responsibilities with the CS Office Manager including the entering of class schedules, departmental purchasing, travel reimbursements, generating course permissions, room scheduling for courses, and other tasks as needed.

Supports IT Program with administrative tasks for faculty and staff and other duties as needed.

Qualifications:

Required:
- Working knowledge of general office procedures, grammar, and familiarity with common computer applications is expected, including but not limited to Microsoft Office Suite.
- Ability to communicate effectively orally and in writing.
-Strong organizational skills.
-Demonstrated ability to contribute to a collaborative team environment.
- Ability to prioritize tasks and plan accordingly.
- Open to learning new systems.

Additional Considerations:
- Ability to work with PeopleSoft (Student Administration) and other department related systems.
- Working knowledge of Teams Power Automate.
- Knowledge of or experience in computing.

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.