Administrative Coordinator - Madison Center for Civic Engagement

James Madison University•Harrisonburg, VA

2d•$45,000 - $47,500

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 efforts. The Center is a high-profile unit within the Office of the President that advances the university’s civic engagement mission. This grant-funded position is contingent upon continued funding and is based in the Center’s suite in Alger Hall. The coordinator provides administrative and fiscal support for the Center, including the Better Conversations Together program and its growing grant portfolio. The role coordinates grant administration and program logistics, manages budgets and financial processes, supports student hiring and payroll, and processes invoices from subawardees. The coordinator also helps ensure smooth day-to-day operations and contributes to a collaborative, fast-paced professional environment.

Requirements

Superior organizational skills and ability to manage complex calendars, competing department 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, or similar platforms.
Familiarity with university, state, and federal procurement, travel, fiscal, and human resources policies and procedures, or similar.

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, ensuring timely payment and reconciliation.
Coordinate monthly grant-program meetings, including calendar invitations and email announcements.
Arrange 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 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, 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 SPCC charges.
Perform other duties as assigned.