Working Title: Counseling and Psychological Services (CAPS) Administrative Support Staff (Part-Time)

State Role Title: Administrative and Office Specialist II

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

Position Status: Part-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: College of Health and Behavioral Studies

Department: 100046 - Institute Clinical Services

Pay Band: 2

Pay Rate: Pay Range

Specify Range or Amount: $17 - $18 

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: 5/27/2026

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:

Counseling and Psychological Services (CAPS) is a clinic in the Institute for Innovation in Health and Human Services (IIHHS) and is inviting applicants for an Administrative Support Staff member. IIHHS is an interdisciplinary community-engaged hub that brings together students, staff, faculty, and the community to advance a culture of health through education, clinical practice, research, innovative programs, and advocacy.

We will be a nationally recognized model for university, student, and community engagement dedicated to improving the human condition.

The Institute for Innovation in Health and Human Services is a forward-thinking and dynamic organization that strives to cultivate a shared sense of purpose in building healthier and safer communities where all individuals can thrive and flourish.

Duties and Responsibilities:

The Counseling and Psychological Services Administrative Support staff member will report directly to the Director of Counseling and Psychological Services and will serve an integral role in the daily operations of the Counseling and Psychological Services training clinic. This role is essential to the smooth functioning of clinical services, supporting faculty supervisors, graduate student clinicians, and clients while ensuring compliance with university policies and relevant confidentiality standards. The position requires professionalism, discretion, and strong organizational skills in a service-oriented environment.

Client and Clinic Support
• Serve as the primary point of contact for clients (in person, phone, and email), providing courteous and professional assistance.
• Schedule, reschedule, and confirm client appointments for trainee clinicians and faculty supervisors.
• Manage distribution and collection of paper copies of required forms and documentation.
• Maintain accurate and confidential client records in accordance with HIPAA and university policies.
• Monitor clinic flow to ensure a welcoming, organized, and professional environment.
Administrative and Office Operations
• Provide administrative support to clinic faculty, staff, and graduate student trainees.
• Maintain office calendars, room schedules, and shared clinic resources.
• Prepare correspondence, reports, and other clinic-related documents as needed.
• Oversee filing systems (electronic and paper) to ensure accuracy and compliance.
• Manage records destruction in compliance with state guidelines.
• Order and maintain clinic supplies and coordinate with university departments as needed.
Financial and Data Support (as applicable)
• Process payments, maintain basic billing records, and issue receipts in accordance with clinic procedures.
• Assist with tracking clinic utilization, appointment statistics, and other program data.
• Support compliance with university accounting and reporting requirements.
Training Support
• Support onboarding and orientation processes for new student clinicians.
• Assist with room scheduling and logistics related to supervision, case conferences, and training activities.
Compliance and Professional Standards
• Maintain strict confidentiality of client, student, and faculty information.
• Participate in required trainings related to confidentiality, data security, and workplace safety.

Qualifications:

Required Qualifications
• Professional administrative or office support experience. This experience in a healthcare, mental health, or higher education setting would be beneficial.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Proficiency in office software (e.g., Microsoft Office, Adobe) and comfort learning new systems.
• Strong organizational skills and attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to manage multiple tasks and adapt to changing priorities.

Additional Considerations
• Experience working in a counseling, mental health, or training clinic environment.
• Familiarity with electronic health record (EHR) or practice management systems.
• Knowledge of HIPAA and university administrative procedures.
• Experience supporting graduate students or academic programs.

Additional Posting Information:

Work Environment
• Office-based position in a university training clinic.
• Regular interaction with clients, students, faculty, and staff.
• Exposure to sensitive clinical information requiring high levels of professionalism.

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.