Student Advising Operations Coordinator

JMU Careers; Harrisonburg (VA); On-site; USD 38,000 - 43,000; Full time

Benefits offered by this job

Generous leave

Health coverage

Retirement benefits

Well-being program

Tuition waiver

Job summary

James Madison University is seeking an Advising Operations Assistant in the Pre-Professional Health Advising office. This role supports daily operations, student services, and advising workflows to ensure seamless service for students and alumni.

The candidate should excel in communication, organization, and confidential recordkeeping, with experience using MS Office and university systems. The position is full-time, on-site, with a comprehensive benefits package at JMU.

Qualifications

• Commitment to student-centered service and creating a welcoming environment.
• Excellent interpersonal, communication, and organizational skills.
• Ability to work effectively with students, alumni, faculty, staff, and external stakeholders.
• Experience utilizing Microsoft Office applications, particularly Outlook, Excel, Teams, and Word.
• Ability to manage multiple priorities, deadlines, and confidential information with accuracy and professionalism.
• Strong attention to detail and commitment to maintaining accurate records and processes.
• Commitment to continuous learning, adaptability, and supporting shared office responsibilities.
• Ability to contribute positively to a culture of accessibility, collaboration, exploration, and professionalism.
• Understanding of FERPA, confidentiality standards, and institutional policies related to student records.
• Knowledge of budget monitoring, purchasing, and recordkeeping practices.

Responsibilities

• Serve as a welcoming first point of contact for prospective students, current students, alumni, and families.
• Manage departmental communications, appointments, phone calls, email inquiries, and student check-in processes.
• Support advising appointments, student engagement activities, and scheduling for departmental resources and facilities.
• Assist students and alumni with navigating advising services and connecting with appropriate resources.
• Support PPHA Madison Advising Peers & Transfer Ambassadors.
• Manage student records, minor declaration workflows, adviser assignments, and enrollment processes using university systems.
• Coordinate processes related to health professions application support, including pre-application reviews, letter packet services, applicant tracking, and confidential record management.
• Monitor and maintain applicant data, communications, schedules, and associated supporting documentation.
• Collaborate with advisors to support time-sensitive advising and application-related workflows.
• Coordinate calendars, meetings, events, room reservations, travel arrangements, and departmental programs.
• Support purchasing, budget tracking, reconciliation, and financial recordkeeping in accordance with university policies.
• Assist with personnel processes, facilities management, work orders, access management, and departmental reporting.
• Provide operational support for recruiting activities, professional events, and large-scale annual programs.
• Maintain accurate records and activity tracking systems across multiple platforms.
• Utilize technology and data systems to support decision-making, workflow management, and annual reporting efforts.
• Ensure compliance with university policies regarding confidentiality, records management, and student information.

Skills

Customer service

Communication

Organization

Multitasking

Team collaboration

Recordkeeping

Data entry

Confidentiality

Tools

Microsoft Office

Outlook

Excel

Teams

Word

Job description

James Madison University is seeking an Advising Operations Assistant in the Pre-Professional Health Advising office. This role supports daily operations, student services, and advising workflows to ensure seamless service for students and alumni.

The candidate should excel in communication, organization, and confidential recordkeeping, with experience using MS Office and university systems. The position is full-time, on-site, with a comprehensive benefits package at JMU.