Office Manager - Department of Mathematics and Statistics

General Information

The Department of Mathematics and Statistics at James Madison University is accepting applications for an Administrative Assistant to serve as the administrative support for the department head and faculty. The successful candidate will be part of an administrative team of two that contributes to the success of the Department of Mathematics and Statistics by working cooperatively in an active, energetic environment. This position is often the first point of contact that individuals have with the department, making this position a highly interactive role.

Duties and Responsibilities

The successful applicant will: (1) Provide administrative support to the department head, approximately 55 full-time faculty, 15 adjunct faculty; (2) Prepare all Personnel Action Request forms and instructor/faculty contracts; (3) Make travel arrangements and process travel reimbursements; (4) Prepare accounting vouchers, complete agency transaction vouchers and budget revisions as assigned, reconcile the monthly budget and maintain Duke Card log in compliance with the JMU Financial Procedures Manual; (5) Provide administrative support for grants and conferences sponsored by the department; (6) Hire and supervise student workers; (7) Serve as building coordinator and liaison to the various Facilities Management crews and other departments that occupy the building; (8) Process JMU Foundation Payment Vouchers and student scholarship forms; (9) Make purchases as requested according to state and university guidelines including office and classroom supplies, equipment (including equipment trust fund purchases), furniture and other goods and services (10) Provide prompt, courteous services to students, guests, and visitors to the department while guiding individuals as needed to the proper resources.

Qualifications

• Excellent communication skills (oral and written) exhibiting high levels of professionalism and courtesy.
• Superior interpersonal and leadership skills including the ability to interact professionally with groups and individuals from every facet of the university community including faculty, staff, students, administrators, affiliates, and visitors.
• Ability to organize and prioritize multiple tasks.
• Attention to detail and high level of accuracy.
• Understanding of best practices in office operations.
• Fluency in the Window computer operating environment and Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.

Additional Considerations

• Knowledge of state and university travel and procurement regulations and policies.
• Knowledge of JMU administrative policies and procedures.
• Experience with eVA (or comparable procurement systems), Chrome River (or comparable systems), PeopleSoft (or comparable finance, HR, or Student Administration systems), or AIM (or comparable facilities management work order systems).
• Demonstrated ability to learn new systems.