Environmental Services Administrative Assistant

General Information

James Madison University's Facilities Management is accepting applications for an Environmental Services Administrative Assistant. Shift is Monday - Friday, 6:30 a.m. - 3:00 p.m. There is a slightly alternate schedule during the summer months.

Duties and Responsibilities

• Performs and assists with all duties associated with the recruitment, hiring, transfer and separation of all Environmental Services.
• Ensures all recruitment practices are conducted in full compliance with JMU and DHRM policies and procedures, including adherence to guidelines related to nepotism, background checks, motor vehicle records (MVRs), and equal employment requirements. Monitors and verifies that applicants meet all required licensing and certification requirements for their positions
• Assists internal and external applicants with the application process on the JMU job site.
• Supports managers and supervisors by setting up and maintaining AiM queries, training staff on system use, and reviewing reports to identify and correct discrepancies in labor and supply data.
• Provides administrative coordination and documentation support for Environmental Services by developing and maintaining spreadsheets, reports, and departmental records.
• Provides backup administrative support for the Bloodborne Pathogen Program by maintaining accurate records, tracking disposal and payment processes, and ensuring compliance with all regulatory requirements.
• Assists with daily tasks such as time entry, supply orders, and work order entry in the AiM (work management system), ensuring timely time entry for housekeeping employees.
• Collaborates with the manager on various projects, including data management and project coordination.

Qualifications

• Basic understanding of recruitment and hiring processes
• General knowledge of timekeeping and payroll procedures
• Familiarity with office administrative practices and recordkeeping
• Working knowledge of computer systems and standard office software (e.g., Microsoft Office)
• Understanding of confidentiality requirements and professional workplace standards
• Basic awareness of data management and reporting processes