Administrative Assistant - Donor Relations

Working Title: Administrative Assistant - Donor Relations

State Role Title: Administrative Office Specialist III

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Advancement Planning and Operations

Department: 100493 - Donor Relations

Pay Rate: Maximum Starting

Specify Range or Amount: $43,752

Is this a JMU only position? No

Is this a grant-funded position? No

Is this a Conflict of Interest designated position? No

Beginning Review Date: 07/30/2025

About JMU:

James Madison University is a publicly funded university with a beautiful campus and a supportive community that is committed to preparing students for the future. The university offers excellent comprehensive benefits which include paid vacation, sick, parental, and community service leave in addition to 19 paid holidays a year; affordable health insurance; retirement through the Virginia Retirement System. We also offer a work-life balance and integration program, Balanced Dukes, that is designed to support the overall wellbeing of our employees and a Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.

Visit our Prospective Employee site to learn more about what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

University Advancement at James Madison University is accepting applications for an Administrative Assistant of Donor Relations. The position's core responsibility is to manage and oversee administrative needs and donor relations/stewardship needs for the Office of Donor Relations. The Administrative Assistant will be a staff member of Donor Relations with full-time responsibilities within the unit of Advancement Planning and Operations. This position will report to and take direction from the Senior Director of Donor Relations. Duties will be executed in accordance with the policies and procedures of Donor Relations and the division of University Advancement.

Duties and Responsibilities:

Essential Job Functions 70%

• Work independently to manage the Donor Relations office.
• Write presidential donor thank you letters and manage the review process and work closely with the President’s Office to complete accurate and timely communication to donors.
• Coordinate process for delegates representing the university at investiture ceremonies at other institutions.
• Coordinate, manage and send recipient thank you letters to donors and follow up as needed to ensure completion by students.
• Utilize our CRM to support the work of Donor Relations office.
• Manage departmental email box - forward emails to appropriate person for response.
• Act as main point of contact for any DR members' when out of office.
• Provide general administrative support to the Director and team members.
• Manage Senior Director of Donor Relations calendar and schedule meetings as
  necessary.
• Supervises up to three student assistants and provide accurate and timely actions necessary for hiring, payroll, and filing of paperwork with HR.
• Assist team with events as needed.
• Assist team with stewardship as needed.

Budgetary / Facility Functions 30 %

• Maintain unit budget and related financial materials.
• Prepare all travel arrangements, authorizations and reimbursements for team members.
• Manage request to facilities management through the facility database system. Submit work orders for the department.
• Process financial requests in accordance with State requirements.
• As necessary assist Executive Administrative Assistant for APO.
• Work within the constraints of a designated budget and update the Director on the monthly percentage of budget remaining and spent.
• Run necessary reports tracking budget process.
• Maintain office environment and supplies.
• Act as the primary telephone and in-office agent for department.
• Provide vendor options and place orders; follow up and serve as DR rep with supply vendors; store and inventory supplies and premiums.
• Utilizes eVA procurement system for purchasing materials.

Additional duties:

• May be required to work special events on weekends or in evening hours.
• Actively attend & participate in Donor Relations special events.

Qualifications:

Required:

• A general understanding of accounting procedures for budget maintenance
• Understanding of proper office management practices
• Ability to work independently with Windows computer operating systems and a variety of software packages, including Word and Excel
• Writing and editing skills
• Communication skills, verbal and written
• Interpersonal and leadership skills.
• Demonstrate commitment to customer service, which implies promptness and confidentiality.
• Demonstrate effective team and interpersonal skills such as friendliness, professionalism, cooperation, and diligence to assigned tasks.
• Demonstrate effective and ethical stewardship.

Additional Considerations:

• Understanding of the role of the Office of Donor Relations and its role in the larger mission of University Advancement and the campus community.

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.