What are the responsibilities and job description for the Administrative Assistant - Donor Relations position at James Madison University?
Position Number 7410 Posting Number S3229 State Role Title Administrative and Office Specialist III Position Type Classified Position Status Full Time FLSA Status Non-Exempt: Eligible for Overtime College/Division Advancement Planning and Operations Department 100493 - Donor Relations Pay Band 3 Pay Rate Maximum Starting Specify Range or Amount $40,432 Is this a JMU Only position? No Is this a grant-funded position? No Is this a Conflict of Interest designated position? No
Position Summary Information
General Information
The Office Manager will be a staff member of Donor Relations with full-time responsibilities within the unit of Advancement Planning and Operations. This position will report to and take direction from the Director of Donor Relations. Duties will be executed in accordance with the policies and procedures of Donor Relations and the division of University Advancement.
The position’s core responsibility is to manage and oversee all administrative needs and support donor stewardship efforts for the Office of Donor Relations.
The position’s core responsibility is to manage and oversee all administrative needs and support donor stewardship efforts for the Office of Donor Relations.
Duties and Responsibilities
Essential Functions:
- Works independently to manage the Donor Relations office.
- Manages Director of Donor Relations calendar and meeting agendas and schedule meetings as necessary.
- Writes presidential recognition letters and manages review process.
- Coordinates delegates representing the university at investiture ceremonies at other institutions.
- Coordinates and manages student employee(s)
- Maintains unit budget and related financial materials.
- Prepares all travel arrangement, authorizations and reimbursements for the department.
- Manages requests to facilities management through the facility database system (AiMS) in a timely manner for completion. Submit work orders as necessary.
- Manages the hiring and the preparation of student payroll information, and files paperwork with HR.
- Works within the constraints of a designated budget and update the Director on monthly percentage of budget remaining and spent. Run necessary reports tracking budget process.
- Uses eVA procurement system for all purchasing of materials.
- Manages small purchase credit card for department.
- Maintains office environment and supplies.
- Acts as the primary telephone and in-office agent for department.
- Provides vendor options and place orders; follow up and serve as DR rep with supply vendors; store and inventory supplies and premiums.
Special Assignments:
- May be required to work special events on weekends of in evening hours.
Employee is expected to:
- Demonstrate commitment to customer service, which implies promptness and confidentiality.
- Demonstrate effective team and interpersonal skills such as friendliness, professionalism, cooperation and diligence to assigned tasks.
- Demonstrate effective and ethical stewardship.
- Perform additional tasks in keeping with their position as needed.
Qualifications
Required:
- Understanding of proper office management practices.
- Ability to work independently with Windows computer operating systems and a variety of software packages, including Word and Excel
- The understanding of the role of the Office of Donor Relations and its role in the larger missions of the University Advancement and campus community.
- A general understanding of accounting procedures for budget maintenance.
- Writing and editing skills.
- Communication skills, verbal and written.
- Interpersonal and Leadership skills.
- High School graduate.
Preferred:
- Bachelor’s degree.
Condition(s) 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.
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.
Posting Detail Information
Posting Date
06/07/2023
Beginning Review Date
07/06/2023
Closing Date
Open Until Filled
Yes
Proposed Starting Date
08/01/2023
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.
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 Request
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.
Annual Security and Annual Fire Safety Report
Notice of Availability – Annual Security and Fire Safety Report
The Annual Security and Fire Safety Report contains information regarding campus security and personal safety including topics such as: crime prevention, the university police law enforcement authority, crime reporting policies, disciplinary procedures, protocols for the immediate notification of students and staff upon confirmation of a significant emergency on campus and other matters of importance related to security and safety. The report includes statistics for the most recent three-year period of reported crimes that have occurred on campus; in certain off-campus buildings or property owned or controlled by JMU or its affiliates; and on public property within or immediately adjacent to and accessible from the campus.
The Annual Security and Fire Safety Report includes campus housing fire statistics for the most recent three-year period, a description of each on-campus student housing facility fire safety system, the number of fire drills held during the previous calendar year, policies or rules on portable electrical appliances, smoking, and open flames in student housing; and procedures for student housing evacuation in the event of fire along with other fire safety information.
The JMU Annual Security and Fire Safety Report includes the Harrisonburg campus and the three overseas branch campuses; Florence, Antwerp, and London. It is available electronically
You can obtain a copy of any of this report by contacting the Office of Public Safety, MSC 6810, James Madison University, Harrisonburg, VA 22807 or request that a copy be mailed to you by calling (540)568-6769/6913.
The Annual Security and Fire Safety Report contains information regarding campus security and personal safety including topics such as: crime prevention, the university police law enforcement authority, crime reporting policies, disciplinary procedures, protocols for the immediate notification of students and staff upon confirmation of a significant emergency on campus and other matters of importance related to security and safety. The report includes statistics for the most recent three-year period of reported crimes that have occurred on campus; in certain off-campus buildings or property owned or controlled by JMU or its affiliates; and on public property within or immediately adjacent to and accessible from the campus.
The Annual Security and Fire Safety Report includes campus housing fire statistics for the most recent three-year period, a description of each on-campus student housing facility fire safety system, the number of fire drills held during the previous calendar year, policies or rules on portable electrical appliances, smoking, and open flames in student housing; and procedures for student housing evacuation in the event of fire along with other fire safety information.
The JMU Annual Security and Fire Safety Report includes the Harrisonburg campus and the three overseas branch campuses; Florence, Antwerp, and London. It is available electronically
You can obtain a copy of any of this report by contacting the Office of Public Safety, MSC 6810, James Madison University, Harrisonburg, VA 22807 or request that a copy be mailed to you by calling (540)568-6769/6913.
Minimum Reference(s) Required
3
Quick Link for Direct Access to Posting
https://joblink.jmu.edu/postings/14796
Additional Posting Information
Salary : $40,432 - $0
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