Working Title: Administrative Assistant - Department of Military Science

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: College of Education

Department: 100048 - Education Programs

Pay Band: 3

Pay Rate: Hourly

Specify Range or Amount: $16.00 - $23.00 per hour 

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: 05/29/2026

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:

James Madison University's Department of Military Science is accepting applications for an Administrative Assistant. This role coordinates and performs a wide range of staff and operational support activities for both Army and Air Force ROTC. Additionally, this role serves as a liaison with other departments and the local community to include National Guard and other ROTC units in the resolution of day-to-day administrative support.

Duties and Responsibilities:

• Provides daily administrative support for the program, including telephone calls, assisting visitors, and managing the department head’s daily calendar events. This includes scheduling and coordinating meetings, events, interviews, appointments, travel, and other activities for the department head.
• Coordinates, monitors, and reconciles department budgets, including foundation accounts. Projects budget and planning for each academic year. Completes all invoicing for state/regional/local agencies.
• Prepares or assists with the preparation of scheduled and/or alumni statistical and narrative reports; performs basic information gathering and analysis for alumni network.
• Hires and supervises student employees within MSCI. Maintains time sheets and time entry for payroll on student employees.
• Constructs/updates/modifies Military Science minor course requirements each semester (class times/days/enrollment caps, etc.). Inputs academic schedules into Student Administrative system and completes updates as needed. Completes any adjunct hiring for the Military Science unit.
• Provides MSCI course enrollment permissions, course overrides, time conflict issues, and credit limit increase requests if cadets have issues with enrolling in MSCI classes or have other issues/conflicts with academic courses.
• Corresponds with and maintains communication with the Registrar’s office (Client Services) concerning issues with cadet courses and graduation requirements prior to commissioning.
• Maintains cadet personnel files and confidentiality, which includes transcripts, student rosters/schedules, and academic data for all cadets.
• Provides procurement services via SPCC (small purchase credit card) and eVA (a web-based state procurement tool). Maintains department supply inventory.
• Provides support for all Military Science events held on and off campus, including commissioning ceremonies. Acts as public relations contact for Military Science unit.
• Completes university-related travel authorizations and reimbursements for Army and Air Force ROTC. Arranges transportation for cadet training exercises as needed. Arranges transportation for ROTC Air Force cadets through JMU Motor Pool to travel to UVA each semester.
• Approves graduation requests (provided all PME requirements are/will be met prior to commissioning).
• Approves Military Leadership minor requests.
• Liaison for advising cadets in the Military Science unit.
• Performs duties related to academic 104Rs; academic major course requirements, military leadership minor requirements, etc.
• Performs miscellaneous job-related duties determined by the Dean of the College of Education and the Professor of Military Science.

Qualifications:

Required:

• Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive student information in compliance with institutional and federal guidelines.
• Demonstrated ability to work both independently and collaboratively within a team-oriented environment.
• Proficiency in the Windows operating environment and Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to work independently as well as part of a team, including the ability to interact easily with a variety of individuals.

Additional Considerations:

• Experience working with JMU’s PeopleSoft Student Administration (SA) system, eVA, ChromeRiver, HR, and SPCC systems (or similar systems).

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 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.