Administrative Assistant, AVP Research & Scholarship

About the role

The Administrative Assistant serves the Associate Vice President for Research & Scholarship by providing executive-level administrative support, coordinating office operations, coordinating communications and stakeholder engagement, supporting data gathering and reporting, and coordinating event and other project support.

Duties And Responsibilities

• Manage complex calendars, scheduling, and coordination of meetings, appointments, and events.
• Prepare correspondence, agendas, presentations, reports, and other official documents.
• Cook up logistics for meetings, workshops, research events, advisory groups, and strategic initiatives.
• Maintain confidential files, records, and sensitive information with discretion and professionalism.
• Cook up travel arrangements, reimbursements, and procurement activities in accordance with university policies.
• Aid in the preparation and organization of materials related to research initiatives, funding opportunities, and institutional reporting.
• Track deadlines, action items, and follow-up activities related to strategic projects and initiatives.
• Maintain organized electronic and physical filing systems.
• Monitor and prioritize incoming communications and respond appropriately on behalf of the AVP when necessary.
• Aid in the drafting and distribution of communications, announcements, and informational materials.
• Provide excellent customer service and professional support to internal and external constituents.
• Aid in data collection, organization, and preparation of reports related to research activities and institutional initiatives, including research-related metrics and surveys.
• Maintain accurate records, spreadsheets, and databases as needed.

Qualifications

• Demonstrated experience providing administrative or executive support in a professional office environment.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and standard office technologies.
• Ability to handle confidential information with discretion and professionalism.
• Strong interpersonal skills and ability to work collaboratively with diverse stakeholders.
• Ability to work independently, prioritize tasks, and manage multiple deadlines.

Additional Considerations

• Experience in higher education, research, and/or academic environments.
• Experience supporting executive-level leadership.
• Familiarity with university administrative systems and travel or purchasing processes.
• Experience coordinating events, meetings, or institutional initiatives.

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.

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.