Environmental Services Administrative Assistant

James Madison University; Virginia (MN); On-site; USD 34,000 - 50,000; Full time

Benefits offered by this job

Paid vacation

Paid holidays

Tuition Waiver Program

Balanced work-life program (Balanced-D

Job summary

James Madison University is seeking an Environmental Services Administrative Assistant to support recruitment, onboarding, and daily administrative tasks within Facilities Management. Shift is Monday–Friday, 6:30 a.m.–3:00 p.m., with a slightly alternate schedule in summer.

The role handles timekeeping, payroll support, document management, and backup support for the Bloodborne Pathogen Program, using AiM and Microsoft Office to create reports and maintain records.

Qualifications

• Basic understanding of recruitment and hiring practices.
• Familiarity with timekeeping and payroll procedures.
• Experience with office administrative processes and recordkeeping.
• Proficient in Microsoft Office and standard office software.
• Ability to handle confidential information professionally.
• Knowledge of data management and reporting processes.

Responsibilities

• Performs and assists with recruitment, hiring, transfer and separation of Environmental Services.
• Ensures all recruitment practices meet policies including nepotism, background checks and EEO requirements.
• Assists internal and external applicants with the application process on the JMU job site.
• Supports managers by setting up AiM queries, training staff on system use, and reviewing reports.
• Provides administrative coordination and documentation support by developing and maintaining spreadsheets and records.
• Provides backup administrative support for the Bloodborne Pathogen Program and related processes.
• Assists with daily tasks such as time entry, supply orders, and work orders in AiM.
• Collaborates with the manager on various projects including data management.

Skills

Recruitment processes

Timekeeping & payroll

Office administration

Microsoft Office

Confidentiality

Data management

Education

High school diploma or equivalent

Tools

AiM work management system

Microsoft Office Suite

Job description

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. JMU offers excellent comprehensive benefits which include:

• Paid vacation, sick, parental, and community service leave.
• 19 paid holidays a year including one week off for Thanksgiving Break and almost two weeks off for Winter Break.
• Affordable health insurance; retirement through the Virginia Retirement System.
• A work-life balance and integration program, Balanced Dukes, is designed to support and enhance the overall well-being of our employees.
• A Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.

Visit our Prospective Employee site to learn more about what makes James Madison University a great place to work!

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

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.