Operations Manager, Constituent Engagement

James Madison University • Harrisonburg, VA

2d • Onsite

About The Position

The position's core responsibility is to serve as the central manager of all business functions for Constituent Engagement (CE) and departments within CE by providing excellent customer service internally and externally, demonstrating expert organizational skills, prioritizing and managing multiple projects, and championing university systems, policies, and procedures. Provide comprehensive operational, administrative and organizational support to the Assistant Vice President (AVP) and four department heads (Alumni Relations, Annual Giving, Family Engagement, Women for Madison).

Requirements

• Experience coordinating administrative operations, projects, events, or organizational initiatives.
• Demonstrated ability to manage multiple priorities, maintain attention to detail, and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including preparing meeting notes, reports, and presentations.
• Experience using Microsoft applications and other business systems.
• Ability to work effectively with diverse stakeholders and provide excellent customer service.
• Demonstrated ability to exercise discretion and handle confidential information.

Nice To Haves

• Experience in higher education, advancement, alumni engagement, communications, or a related field.
• Experience using Salesforce or similar CRM systems.
• Experience with CVENT, Marketing Cloud, Experience Cloud, Cascade CMS, or comparable event, email marketing, or web content management platforms.
• Experience coordinating events, volunteer engagement, or registration processes.
• Experience leading projects or committees involving multiple departments.
• Experience onboarding, training, or supervising student employees, interns, or temporary staff.
• Experience developing presentations, reports, and communications for executive leadership.
• Familiarity with AI-enabled productivity tools and business process improvement.

Responsibilities

• Lead logistics coordination for unit functions and meetings: scheduling, venue selection, agenda distribution.
• Record leadership meetings and unit meetings, and share AI summaries, minutes, and/or action items as directed by the AVP.
• Process and coordinate CE efforts for annual updates of signature sheets, annual reports, curriculum items and any other JMU requests.
• Serve as a central point of contact for internal and external stakeholders seeking access to unit leadership (AVP and department heads).
• Spearhead CE student employee committee and lead onboarding.
• Enter all CE wage-employee hours into the central system.
• Serve as the unit’s fixed assets coordinator.
• Provide back-up to departments for purchasing, travel arrangements, and reimbursements.
• Convene cross-departmental users’ groups for Salesforce add-ons (CVENT, Marketing Cloud).
• Support CE departments’ event registrations as needed (CVENT), including pulling reports and managing registration updates.
• Assist with departments’ email communications (Marketing Cloud), including reviewing emails for compliance, adding audiences, and scheduling/sending.
• Maintain CE web pages (Cascade, some Experience Cloud) to reflect current organizational structure, mission, vision, and values, as well as services/collaborations available for campus partners.
• Maintain “key events” calendar in collaboration with AVP and department heads.
• Provide registration and onsite check-in support for attendees.
• Assist with volunteer sign-up and ensure volunteers have materials and premiums as requested by department heads.
• Help with set-up and take-down.
• Assume project responsibility as requested (examples below): E.g., oversee hiring and onboarding of part-time employees, such as Presidential Engagement Fellow E.g., coordinate and participate in CE-led, university-wide task force E.g., assist department head or AVP by creating slide decks for high-profile presentations
• Convene group to devise activities and events aimed at staff professional development, engagement and culture enhancement.
• Facilitate decision-making, ensure follow-through on committee priorities, and maintain transparent communication across departments.
• Collaborate with department heads to advance unit goals and alignment across teams.
• Plan and execute the annual unit retreat in collaboration with AVP.

Benefits

• paid vacation
• sick leave
• parental leave
• community service leave
• 19 paid holidays annually
• health insurance options
• retirement benefits through the Virginia Retirement System
• Balanced Dukes program promotes wellness and work-life integration through resources, events, and support
• tuition waiver program for undergraduate and graduate courses taken at JMU

What This Job Offers

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