Administrative Assistant - HR, Training and Performance

Administrative Assistant - HR, Training and Performance

Working Title: Administrative Assistant - HR, Training and Performance

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: Human Resources, Training and Performance

Department: 100572 - AVP HR Training and Performance

Pay Band: 3

Pay Rate: Pay Range

Specify Range or Amount: $45,000 - $47,500

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: 04/10/2026

General Information:

This position provides high-level administrative support to the HR, Training, and Performance unit, serving as a primary point of contact and ensuring smooth day-to-day operations. The role manages complex scheduling, coordinates communications and supports policy activities. It requires exceptional professionalism, organization, and discretion.

Duties and Responsibilities:

Administrative Support * Provides comprehensive office support, including scheduling meetings, managing phone coverage, and coordinating day to day office operations. * Independently manages a complex executive calendar, anticipating needs, resolving scheduling conflicts, and coordinating with senior leaders, campus partners, and external stakeholders. * Serves as a primary point of contact for the AVP's office, triaging inquiries, preparing executive level correspondence, and ensuring timely information flow. * Records and distributes accurate meeting and committee minutes. * Maintains and updates departmental web pages using Cascade or similar content management systems. * Processes Small Purchase Credit Card (SPCC) transactions, including purchasing and monthly reconciliation. * Coordinates travel arrangements and prepares related reimbursement requests. * Assists with budget tracking and reconciliation activities. * Handles highly sensitive and confidential information related to personnel, policy development, compliance, and executive decision making with discretion and sound judgment.

Support for Policy and Compliance Specialist * Assists the Policy and Compliance Specialist with identifying new and existing legislation impacting Human Resources. * Serves as a secondary administrator of JMU's training platform. Assist users with routine log-in issues, compliance training inquiries, record maintenance and training assignments.

Support for Policy-Related Functions * Coordinates the policy review and approval process in collaboration with the AVP, Policy & Compliance Specialist, and the University Policy Committee (UPC). * Moves and tracks policies as they progress through the staffing process. * Publishes new and updated policies to the Manual of Policies and Procedures using Cascade and ensures official university stakeholders are notified. * Attends monthly UPC meetings, recording and distributing accurate meeting notes. * Supports UPC related communications, including drafting emails regarding policy updates. * Reviews and formats final policy documents to ensure Title II compliance prior to publication.

Qualifications: * Demonstrated experience with office administration and protocol, organization, and budgets and financial tracking. * Significant customer service experience. * Demonstrated experience and proficiency in oral and written communication including the writing of contemporaneous meeting notes. * Knowledge of grammar, spelling, punctuation, and formatting of business correspondences. * Ability to effectively proof-read written materials. * Expert organizational ability and attention to detail. * Significant experience with Windows and latest version of Microsoft Office Suite. * Basic web-publishing skills (Cascade content-management system preferred). * General knowledge of computer software programs to include: Adobe Acrobat, SharePoint, Microsoft Teams. * Ability to understand and maintain good data stewardship and confidentiality practices.

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.