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Administrative Assistant - Corporate and Foundation Relations

Position Details

Position Information

Working Title Administrative Assistant - Corporate and Foundation Relations
Position Number 5024
Posting Number S1071
State Role Title Administrative and Office Specialist III
Position Type Classified
Position Status Full Time
FLSA Status Non-Exempt: Eligible for Overtime
College/Division Development
Department 100399 - Strategic Gifts
Pay Band 3
Pay Rate Pay Range
Specify Range or Amount $25,718 - $31,930
Is this a JMU Only position? No
Is this a grant-funded position? No

Position Summary Information

General Information

The Development Office at James Madison University is accepting applications for an Administrative Assistant for Corporate and Foundation Relations. The Development Office is a unit within University Advancement that is responsible for maximizing philanthropic support of priority program, faculty and student needs. Development Office staff identify and cultivate potential individual, corporate and foundation donors; solicit gifts and private grants; steward those contributions and coordinate fundraising across the institution. Three members of the Development Staff focus on seeking support from corporations, foundations and other organizations and they make up the Office of Corporate and Foundation Relations (CFR).

The Administrative Assistant for CFR is a full-time position that reports to the CFR Director. Duties are executed according to the policies and procedures of University Advancement and James Madison University. The Administrative Assistant’s core responsibility is to coordinate CFR’s business functions and provide budget support for the Office of Planned Giving (PG). The position requires proven interpersonal and organizational skills, the ability to prioritize and manage multiple projects at once and impeccable customer service skills.

Duties and Responsibilities

General Duties and Responsibilities:
- Managing the Director’s calendar; scheduling and planning meetings; making travel arrangements; purchasing office supplies; troubleshooting computer, printer and other maintenance problems and proofing written documents.
- Managing entries into the Advancement database (Advance) including proposals and assignments for the Director and Associate Director, and generating reports from AP Cognos.
- Assisting with research to identify corporate and foundation prospects for specific priority needs
- Staying current about relevant university policies/procedures and information technology.
- Providing excellent customer service to internal and external contacts.

Budget Duties and Responsibilities:
- Ensuring the CFR and PG budgets are planned, developed, reconciled and reported to the Associate Vice President (AVP) for Development on a timely basis.
- Assuring that purchase requisitions, travel authorizations and other expenditures pertaining to staff activities are posted accurately, according to university policies and procedures, and within the required time frame.
- Providing the directors of CFR and PG with current and historical budget information as needed to prepare the budget for the new fiscal year.
- Delivering monthly reports of operating expenditures to the directors of CFR and PG and to the Sr. Administrative Assistant for Development.
- Reconciling small purchase cards for CFR and PG.
- Providing monthly financial reports for CFR and PG to the Development Office Senior Administrative Assistant.

Development Office Duties and Responsibilities:
- Ordering office supplies for AVP, CFR and PG.
- Providing assistance in scheduling travel and processing reimbursements for CFR and PG Staff in compliance with state laws, rules, and regulations regarding travel, as well as university policies and guidelines and those of the JMU foundation (as appropriate).
- Coordinating event management with university partners to support the CFR mission.
- Assisting at the Welcome Desk of Sonner Hall.
- Inventorying of electronics for the Offices of CFR and PG.


- Previous related experience, preferably in a higher education setting or state agency.
- Strong verbal and written communication skills with the ability to deal effectively and sensitively with diverse populations.
- Strong interpersonal skills that demonstrate respect for others, support for department and organizational goals and the ability to work as part of a team.
- The ability to prioritize and manage multiple projects at once.
- Impeccable customer service skills.
- Excellent time management skills and use of effective tracking methods to complete work and projects.
- Proficient software skills in Microsoft Office products (Word, Excel, Access, PowerPoint), email, internet and relational database familiarity.

Condition(s) of Employment

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

Posting Detail Information

Posting Date 09/06/2017
Beginning Review Date 09/14/2017
Closing Date
Open Until Filled Yes
Proposed Starting Date 10/02/2017
EEO Statement

James Madison University is an equal opportunity employer 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, 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 Request

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or 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.

Annual Security and Annual Fire Safety Report

Minimum Reference(s) Required 3
Quick Link for Direct Access to Posting
Additional Posting Information

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn about this position?
    • Charlottesville Daily Progress
    • Chronicle of Higher Education
    • Diverse Issues in Higher Education
    • Employee Referral
    • Harrisonburg Daily News Record
    • Hispanic Outlook
    • JMU JobLink
    • Job Fair
    • NCAA
    • Northern Virginia Daily
    • Nuevas Raices
    • Other Referral
    • Phone Inquiry
    • Richmond Times Dispatch
    • Roanoke Times
    • Social Media (Facebook, LinkedIn, Twitter, etc.)
    • US Military Pipeline
    • VA Jobs Website
    • VEC (Virginia Employment Commission)
    • Walk-in
    • Washington Post
    • Winchester Star
    • Other
  2. * If you selected a source above please type "N/A" in the following box. If you selected "Other" please indicate where you heard about the position.

    (Open Ended Question)

  3. * Do you have an Interagency Placement Screening Form (Yellow Form) as issued under DHRM Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only) If you respond "yes" to this question, a Human Resources representative will be contacting you to obtain a copy of your Yellow Form.
    • No
    • Yes
  4. * Do you have a Preferential Hiring Form (Blue Card) as issued under DHRM Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only) If you respond "yes" to this question, a Human Resources representative will be contacting you to obtain a copy of your Blue Card.
    • No
    • Yes