Advising Operations Assistant, Pre-Professional Health Advising

James Madison University•Harrisonburg, VA

5d•Onsite

About The Position

The Pre-Professional Health Advising (PPHA) office at James Madison University supports students and alumni exploring and pursuing careers in the health professions. Through individualized advising, educational programming, application support, and partnerships across campus, PPHA empowers future health professionals to navigate their academic and professional journeys with confidence. PPHA invites applications for the position of Advising Operations Assistant, a key member of the PPHA team supporting daily operations of a dynamic student services office. This position combines student-facing support, advising operations, data and workflow management, and administrative coordination to ensure seamless delivery of advising services for students and alumni.

Requirements

A strong commitment to student-centered service and creating a welcoming environment.
Excellent interpersonal, communication, and organizational skills.
Ability to work effectively & collaboratively 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 PPH Madison Advising Peers & Transfer Ambassadors.
Manage student records, minor declaration workflows, advisor 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.