Administrative Assistant, Virginia Ed Strategies

at  James Madison University

Working Title: Administrative Assistant, Virginia Ed Strategies
State Role Title: Administrative and Office Specialist III
Position Type: Full-time Staff (Classified)
Position Status: Full-Time
College/Division: College of Education
Department: 534559 - VA ED STRATEGIES ENTITY AGMENT
Pay Rate: Pay Range
Specify Range or Amount: $39,000 - $43,000
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: 09/30/2024

QUALIFICATIONS:

Required Qualifications:
1. Outstanding organizational and time management skills
2. Excellent written and verbal communication skills
3. Demonstrated proficiency with professional written correspondence
4. Advanced-level proficiency with standard desktop office applications (i.e., MS Office and Google Docs)
5. Advanced experience with Zoom or other virtual meeting platforms (e.g., registrations, settings, reports, etc.)
6. Ability to multitask and prioritize daily workload in a remote environment
7. Demonstrated commitment to discretion and confidentiality
8. Strong sense of responsibility and ability to complete tasks independently
9. Proven ability to work cooperatively and effectively with colleagues
10. Demonstrated commitment to professional growth
Additional Considerations:
1. Experience working in an education environment, ideally in Virginia K-12 education
2. Experience supporting the operations of programs with a regional or statewide reach
3. Experience in grant fund management and reporting
4. Knowledge of financial processes and generally accepted accounting principles
5. Experience in bookkeeping, specifically using recent versions of Quickbooks
6. Working knowledge of project and task management tools (e.g., Monday.com, Google Chat, Milanote, etc.)
7. Working knowledge or experience in other technologies (e.g., Canvas, Airtable, video editing, graphic design, etc.)
8. Experience using graphic design software (Adobe Creative Suite, Canva, etc.)

Act as clerk to the organization’s Board of Directors and advisory committees;
Assist in the management of program and fiscal data relative to activities and grant funding via Airtable, QuickBooks, Canvas, and other systems of the organization;
Coordinate travel arrangements for staff, consultants, and program participants;
Troubleshoot issues related to registrations, travel, and program participation;
Communicate with partners and stakeholders on behalf of organization leadership;
Assist in the development and/or revision of a variety of reports and presentations;
Communicate with program participants, contractors, and vendors about payment for purchases, expense reimbursements, travel arrangements, event registrations, policies and procedures, and program expectations;
Prepare, review, and process invoices, purchase orders, and other related documents for accuracy, completeness, and adherence to policies and procedures, contractual agreements, and legal requirements;
Perform other administrative duties as assigned