Administrative Office Specialist - Department of Health Professions

General Information

JMU's Department of Health Professions invites applications for an Administrative Office Specialist. This position will provide financial management, office management and general administrative support to the Department of Health Professions Academic Unit Head (AUH), Program Directors, faculty, and staff.

Duties and Responsibilities

• Supports the Department of Health Professions Academic Unit Head, Program Directors, faculty, staff, students, and visitors
• Serves as main contact with internal and external constituents: Answers telephones, and direct calls, assists walk-ins and visitors with inquiries and directs accordingly
• Maintains all departmental records and documents, including equipment and supplies, program accreditation, course syllabi, and other required documentation
• Serves as Fixed Assets Coordinator for the Department
• Serves as fiscal administrator for Department, overseeing multiple budgets (department, grants, workshops)
• Completes monthly budget reports with detailed programmatic and departmental spending
• Purchases all supplies for programs, faculty, staff of the Department through appropriate systems (procurement, eVA, etc.)
• Coordinates all hiring, on-boarding, and payroll processes and paperwork for the Department

Qualifications

• Strong ability to prioritize tasks independently, meet deadlines, and follow up consistently on assignments and requests in a fast-paced setting with frequent interruptions
• Strong written and verbal communication skills, with the ability to interact effectively and professionally with faculty, staff, students, and external stakeholders
• Prior experience with financial administration, procurement systems, and budget tracking
• Demonstrated proficiency in Microsoft Office applications, particularly Word and Excel, for document preparation, data management, and reporting
• Exceptional attention to detail, with the ability to autonomously manage multiple priorities, coordinate schedules, maintain records, and ensure accuracy across administrative processes simultaneously
• Familiarity with enterprise systems such as HR/payroll platforms, procurement tools, and reimbursement systems
• Comprehensive understanding of office management principles, administrative best practices, and organizational procedures