Administrative Coordinator - Madison Center for Civic Engagement

James Madison University • Harrisonburg, VA

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About The Position

The Madison Center for Civic Engagement at James Madison University is hiring a full-time Administrative Coordinator to support the Center’s operations, programs, and budgeting. The Center is a high-profile unit within the Office of the President, responsible for advancing the university’s civic engagement mission. The coordinator provides administrative and fiscal support for the Center, including the Better Conversations Together program and a growing portfolio of grants. The position coordinates grant administration and program logistics, manages budgets and financial processes, supports student hiring and payroll, processes invoices from subawardees, and helps ensure the smooth day-to-day operation of the Center in Alger Hall. The role is grant-funded and contingent upon continued funding.

Requirements

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

Nice To Haves

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

Responsibilities

• Coordinate grant functions for the Madison Center’s grants, including grants from the U.S. Department of Education.
• Ensure expense reports and reconciliations are completed and submitted accurately and on time.
• Maintain grant records and coordinate grant reporting with the Office of Sponsored Programs.
• Manage invoices from subawardees and contractors to ensure timely payment and reconciliation.
• Coordinate monthly grant-programming meetings, including calendar invitations and email announcements.
• Arrange logistics for virtual deliberative pedagogy and facilitation training workshops, including Zoom meetings, calendar invitations, participant lists, and follow-up emails.
• Coordinate logistics and meeting materials for biannual meetings.
• Lead logistics coordination for partnership-team meetings with anchor campuses, including calendar invitations, Zoom meetings, and follow-up emails.
• Coordinate assessment and evaluation reporting among project personnel leadership, JMU CARS and JMU CARE, faculty fellows, and anchor-campus leads.
• Coordinate with the Program Coordinator to ensure departmental purchase requests are processed.
• Serve as Building Coordinator for the Madison Center suite in Alger Hall.
• Oversee hiring paperwork and payroll processes for student Democracy Fellows.
• Order goods and services using the Small Purchase Credit Card and eVA, and reconcile Small Purchase Credit Card charges.
• Perform other duties as assigned.

Benefits

• Paid vacation leave.
• Paid sick leave.
• Paid parental leave.
• Paid community service leave.
• 19 paid holidays annually.
• Health insurance options.
• Retirement benefits through the Virginia Retirement System.
• Balanced Dukes employee wellness and work-life integration resources, events, and support.
• Tuition waiver for undergraduate and graduate courses taken at JMU.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed