James Madison University Green Card Visa Sponsorship Jobs USA

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

About JMU:

At James Madison University (JMU), we’re more than just a publicly funded institution — we’re a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.

Why Work at JMU?

We offer a comprehensive benefits package designed to support your professional journey and personal wellbeing:

• Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
• Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
• Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
• Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
• Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

At JMU, we believe in Being the Change — and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

Discover what makes JMU a great place to work: bit.ly/JMUEmployment

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.

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.

Reasonable Accommodation:

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.