Administrative Coordinator - Madison Center for Civic Engagement

James Madison University; Harrisonburg (VA); On-site; USD 45,000 - 48,000; Full time

Benefits offered by this job

Generous Leave

Comprehensive Health Coverage

Retirement Options

Employee Well-Being

Tuition Waiver Program

Job summary

James Madison University is seeking an Administrative Coordinator to support the Madison Center for Civic Engagement. The role covers grant administration, budgeting, and program support within a fast-paced, collaborative environment.

The position involves coordinating grants, assisting with payroll for student Democracy Fellows, and ensuring smooth day-to-day operations in Alger Hall. This grant-funded, full-time role requires strong organization and cross-team coordination.

Qualifications

• Superior organizational skills to manage calendars, priorities, and multiple projects.
• Experience in managing department budgets.
• Experience in managing external grant budgets.
• Experience with hiring, employment processing, and time sheet tracking for large departments.
• Experience planning and executing meetings, including agenda setting, materials preparation, and follow-up tracking.
• Ability to work independently, make decisions under pressure, and adapt to changing circumstances.

Responsibilities

• Coordinate grant functions for the Madison Center's grants, including those from the US Department of Education.
• Ensure all expense reports and reconciliations are completed and submitted in a timely and correct manner.
• Handle all record keeping for the grants.
• Coordinate with the Office of Sponsored Programs for grant reporting.
• Manage invoices from sub-awardees and contractors to ensure timely payment and reconciliation.
• Coordinate monthly meetings for grant programming through calendar invites and announcements.
• Coordinate logistics for virtual deliberative pedagogy and facilitation training workshops via Zoom.
• Coordinate biannual meeting logistics and materials.
• Lead logistics for anchor campus meetings and coordinate assessment reporting.
• Coordinate hiring paperwork and student payroll processes.
• Place orders using SPCC and reconcile charges.
• Other duties as assigned

Skills

Superior organizational skills

Budget management

Grant budgeting

Hiring, payroll & time tracking

Meeting planning & follow-up

Independent decision making

Tools

Excel

Qualtrics

MS Teams

BeInvolved

Cayuse

PageUp

PeopleSoft

EMS

Fundriver

AcademicWorks

Chrome River

Job description

Working Title: Administrative Coordinator - Madison Center for Civic Engagement

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: Office of the President Unit

Department: 520132 - America 250 Teaching

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? Yes. This is a grant-funded position and is contingent upon continued funding.

Is this a Conflict of Interest designated position? No

Beginning Review Date: 11/14/2026

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

• 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

The Madison Center for Civic Engagement is excited to invite applications for a full-time Administrative Coordinator to help support the Center's dynamic operations, programs, and budgeting efforts. The Madison Center is a high-profile, high performing unit within the Office of the President, tasked with fulfilling the university's civic engagement mission. The Administrative Coordinator provides essential administrative and fiscal support for the Madison Center's operations, including the Better Conversations Together program and a growing grant portfolio. This position plays a key role in coordinating grant administration, supporting program logistics, managing budgets and financial processes, and assisting with student hiring and payroll and invoicing from subawardees. The coordinator will also help ensure the smooth day-to-day operation of the Madison Center in its new home, Alger Hall. This role is ideal for a highly organized professional who enjoys working in a collaborative, high-paced, and professional environment and contributing to programs that strengthen civic engagement and civil discourse. The administrative coordinator will be a valued decisionmaker in a growing, positive unit.

Duties and Responsibilities

Grant Administration

• Coordinate grant functions for all of the Madison Center's grants, including those from the US Department of Education.
• Ensure all expense reports and reconciliations are completed and submitted in a timely and correct manner.
• Handle all record keeping for the grants.
• Coordinate with the Office of Sponsored Programs for grant reporting.
• Manage invoices from sub-awardees and contractors to ensure timely payment and reconciliation.

Direct grant activity logistics

• Coordinate monthly meetings for grant programming through calendar invites, email announcements, etc.
• Coordinate logistics for virtual deliberative pedagogy and facilitation training workshops through setting up Zoom meetings, calendar invites, participant lists, follow up emails to participants.
• Coordinate biannual meeting logistics and meeting materials.

Coordinate logistics for the partnership team

• Lead the logistics coordination for meetings with anchor campuses through calendar invites, Zoom meetings and follow-up emails.
• Coordinate between project personnel leadership, JMU CARS and JMU CARE, and faculty fellows and anchor campus leads on assessment and evaluation reporting.

Fiscal and Operational Support

• Coordinate with Program Coordinator for ensuring processing of departmental purchase requests.
• Serve as Building Coordinator for the Madison Center suite in Alger Hall.
• Oversee the hiring paperwork and payroll processes for student Democracy Fellows.
• Place orders for goods and services using the Small Purchase Credit Card and eVA and reconcile SPCC charges.
• Other duties as assigned

Qualifications

Required

• Superior organizational skills with the ability to manage complex calendars, competing department priorities, and multiple projects simultaneously.
• Experience in managing department budgets.
• Experience in managing complex, external grant budgets.
• Experience with hiring, employment processing, and time sheet tracking for large departments.
• Experience planning and executing meetings, including agenda setting, materials preparation, and follow-up tracking.
• Ability to work independently, make decisions under pressure, and adapt to changing circumstances.

Additional Considerations

• Familiarity with various software platforms (or similar): Excel, Qualtrics or QuestionPro, MS Teams, BeInvolved, Cayuse, PageUp, JMU HR systems (PeopleSoft), EMS, JMU financial, scholarship, and donor tracking systems (Fundriver, AcademicWorks, Chrome River, etc.)
• Familiarity with university, state, and federal procurement, travel, fiscal, and human resources policies and procedures (or similar)

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: [phone].

Reasonable Accommodation

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at [phone] or [e-mail]. 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.