Administrative Assistant - Computer Science

James Madison University; Virginia (MN); On-site; USD 38,000 - 56,000; Full time

Job summary

James Madison University in Virginia is seeking an Administrative Assistant to support department-wide operations, including managing faculty budgets for internal awards and external grants, timesheets for student workers, travel reimbursements, procurement, scheduling, and graduate program support.

The role involves collaboration with the CS Office Manager, data gathering for reports, and handling complex data for dashboards and room scheduling while maintaining confidentiality and

Qualifications

• Excellent communication across in-person, phone, and email.
• Self-directed with ability to balance multiple tasks.
• Ability to work independently and in a team.
• Good judgement and confidentiality.
• Strong organizational skills and attention to detail.
• Experience in an office setting handling administrative tasks.
• Openness to learn new information systems and tech.
• Ability to interpret data from multiple sources and manage complex spreadsheets.

Responsibilities

• Provide administrative support to department head and faculty.
• Complete student employment paperwork and manage timesheets.
• Assist with event preparation and departmental reports.
• Procure supplies and manage inventory.
• Support graduate program activities including registration and communications.
• Coordinate scheduling, room reservations, and course permissions.
• Assist with grant management including purchases and travel reimbursements.

Skills

Communication skills

Self-direction

Team work

Judgment and decision-making

Organizational skills

Administrative experience

Adaptability to change

Data gathering and spreadsheets

Microsoft Office proficiency

Education

Administrative experience in an office setting

Tools

Windows

Microsoft Office Suite

Job description

General Information:

The Department of Computer Science is accepting applications for an Administrative Assistant position. The Administrative Assistant will provide support for department-wide functions and activities, that include managing multiple budgets for faculty with internal awards and external grants, assist with timesheets for student workers, travel reimbursements for faculty using Chrome River, provide support for procurement and scheduling, and provide administrative support for the graduate program.

Duties and Responsibilities:

• Provide administrative support to the department head and faculty
• Complete student employment paperwork, submit timesheets and maintain student employment records
• Event preparation
• Gathering data for departmental reports
• Purchase and maintain inventory of supplies
• Support the CS graduate program including student registration and communication with the Graduate School
• Shared responsibilities with the CS Office Manager including entering class schedules, course permissions, and room scheduling
• Perform duties related to grant management

Qualifications:Required:

• Excellent communication skills with the ability to interact effectively and professionally in person, over the phone and via email
• Must be self-directed and able to balance, prioritize and complete multiple tasks with limited supervision
• Ability to work independently as well as part of a team, including the ability to interact easily with a variety of individuals
• Good judgement and decision-making skills
• Exceptional organizational skills, attention to detail, and ability to be flexible
• Relevant administrative experience in an office setting
• Openness to change and learn new skills, particularly as it relates to information systems and new technologies
• Ability to locate, combine, and interpret data from multiple sources and manage complex data spreadsheets, and manipulate dashboard filters to produce accurate results to questions
• Strong interpersonal and listening skills
• Fluency in the Windows computer operating environment and Microsoft Office Suite products including the ability to create and manage documents, forms, multi-tabbed spreadsheets and surveys
• Ability to manage the AUH’s calendar, make room reservations
• Ability to demonstrate professionalism and maintain confidentiality
• Ability to assist faculty with grant management: purchasing grant related materials and equipment, travel arrangements and reimbursements
• Ability to assist faculty with budget tracking for internal awards and external grants

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.