Grant & Fiscal Operations Coordinator (Civic Engagement)

Commonwealth of VA Careers; Harrisonburg (VA); On-site; USD 45,000 - 48,000; Full time

Benefits offered by this job

Paid leave & holidays

Health insurance options

Retirement benefits

Tuition waiver program

Job summary

James Madison University’s Madison Center for Civic Engagement is seeking a full-time Administrative Coordinator to support operations, budgeting, and grant administration within the Office of the President.

The role involves coordinating grant activities, managing invoices and sub-award payments, assisting with student hiring and payroll, and helping ensure smooth day-to-day operations in Alger Hall for a growing civic engagement program.

Qualifications

• Superior organizational skills with the ability to manage complex calendars and multiple priorities.
• 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 and follow-up.
• Ability to work independently and adapt to changing circumstances.

Responsibilities

• Coordinate grant functions for all Madison Center grants, including those from the US Department of Education.
• Ensure expense reports and reconciliations are completed and submitted timely.
• Handle record keeping for grants and coordinate with Office of Sponsored Programs.
• Manage invoices from sub-awardees and contractors for timely payment.
• Coordinate monthly grant programming meetings and logistics for workshops and Zoom sessions.
• Lead logistics for anchor campus meetings and coordination with project leadership on assessments.
• Oversee hiring paperwork and payroll processes for student Democracy Fellows.
• Place orders using SPCC/eVA and reconcile charges.

Skills

Organizational skills

Budget management

Grant budgeting

Hiring & payroll processes

Meeting coordination

Independent decision making

Tools

Excel

Qualtrics or QuestionPro

MS Teams

Cayuse

PageUp

PeopleSoft (HR systems)

Job description

James Madison University’s Madison Center for Civic Engagement is seeking a full-time Administrative Coordinator to support operations, budgeting, and grant administration within the Office of the President.

The role involves coordinating grant activities, managing invoices and sub-award payments, assisting with student hiring and payroll, and helping ensure smooth day-to-day operations in Alger Hall for a growing civic engagement program.