Administrative Coordinator - Madison Center for Civic Engagement

Working Title: Administrative Coordinator - Madison Center for Civic Engagement

State Role Title: Administrative and Office Specialist III

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Office of the President Unit

Department: 520132 - America 250 Teaching

Pay Band: 3

Pay Rate: Maximum Starting

Specify Range or Amount: $45,000

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: 03/23/2026

About JMU:

General Information:

The Madison Center for Civic Engagement is excited to invite applications for a full-time Administrative Coordinator to help support the Center’s dynamic operations, programs, and budgeting efforts. The Madison Center is a high-profile, high performing unit within the Office of the President, tasked with fulfilling the university’s civic engagement mission.

The Administrative Coordinator provides essential administrative and fiscal support for the Madison Center’s operations, including the Better Conversations Together program and a growing grant portfolio. This position plays a key role in coordinating grant administration, supporting program logistics, managing budgets and financial processes, and assisting with student hiring and payroll and invoicing from subawardees. The coordinator will also support the Civic Leadership Scholars Residential Learning Community and help ensure the smooth day-to-day operation of the Madison Center in its new home, Alger Hall.

This role is ideal for a highly organized professional who enjoys working in a collaborative, high-paced, and professional environment and contributing to programs that strengthen civic engagement and civil discourse. The administrative coordinator will be a valued decision-maker in a growing, positive unit.

Duties and Responsibilities:

Grant Administration:

• Coordinate grant functions for all of the Madison Center's grants, including those from the US Department of Education.
• Ensure all expense reports and reconciliations are completed and submitted in a timely and correct manner.
• Handle all record keeping for the grants.
• Coordinate with the Office of Sponsored Programs for grant reporting.
• Manage invoices from sub-awardees and contractors to ensure timely payment and reconciliation.
• Direct grant activity logistics: coordinate monthly meetings for faculty fellows through calendar invites, email announcements, etc.; coordinate logistics for virtual deliberative pedagogy and facilitation training workshops through setting up Zoom meetings, calendar invites, participant lists, follow up emails to participants; coordinate biannual meeting logistics and meeting materials.
• Coordinate logistics for the partnership team: lead the logistics coordination for meetings with anchor campuses through calendar invites,
• Zoom meetings and follow-up emails; coordinate between project personnel leadership, JMU CARS and JMU CARE, and faculty fellows and anchor campus leads on assessment and evaluation reporting.

Fiscal and Operational Support:

• Maintain fiscal operations for the Madison Center's Better Conversations Together and civic engagement programs and grant budgets.
• Serve as office administrator for the Civic Leadership Scholars Residential Learning Community.
• Oversee the hiring and payroll processes for Democracy Fellows.
Place orders for goods and services using the Small Purchase Credit Card and eVA and reconcile SPCC charges.

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Other duties as assigned

Qualifications:

Required:

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

Additional Considerations:

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

Additional Posting Information:

Conditions of Employment:

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.