Advising Operations Assistant, Pre-Professional Health Advising

About the role

The Pre-Professional Health Advising (PPHA) office at James Madison University supports students and alumni exploring and pursuing careers in the health professions. Through individualized advising, educational programming, application support, and partnerships across campus, PPHA empowers future health professionals to navigate their academic and professional journeys with confidence.

Responsibilities

• Serve as a welcoming first point of contact for prospective students, current students, alumni, and families.
• Manage departmental communications, appointments, phone calls, email inquiries, and student check-in processes.
• Support advising appointments, student engagement activities, and scheduling for departmental resources and facilities.
• Absorb and assist students and alumni with navigating advising services and connecting with appropriate resources.
• Absorb and assist PPH Madison Advising Peers & Transfer Ambassadors.
• Manage student records, minor declaration workflows, advisor assignments, and enrollment processes using university systems.
• Collaborate with advisors to support time-sensitive advising and application-related workflows.
• Cook up calendars, meetings, events, room reservations, travel arrangements, and departmental programs.
• Support purchasing, budget tracking, reconciliation, and financial recordkeeping in accordance with university policies.
• Absorb and assist with personnel processes, facilities management, work orders, access management, and departmental reporting.
• Provide operational support for recruiting activities, professional events, and large-scale annual programs.
• Maintain accurate records and activity tracking systems across multiple platforms.
• Utilize technology and data systems to support decision-making, workflow management, and annual reporting efforts.
• Ensure compliance with university policies regarding confidentiality, records management, and student information.

Qualifications

• A strong commitment to student-centered service and creating a welcoming environment.
• Excellent interpersonal, communication, and organizational skills.
• Ability to work effectively & collaboratively with students, alumni, faculty, staff, and external stakeholders.
• Experience utilizing Microsoft Office applications, particularly Outlook, Excel, Teams, and Word.
• Ability to manage multiple priorities, deadlines, and confidential information with accuracy and professionalism.
• Strong attention to detail and commitment to maintaining accurate records and processes.
• Commitment to continuous learning, adaptability, and supporting shared office responsibilities.
• Understanding of FERPA, confidentiality standards, and institutional policies related to student records.
• Knowledge of budget monitoring, purchasing, and recordkeeping practices.

Benefits

This position offers a comprehensive benefits package designed to support your professional journey and personal wellbeing, including generous leave, comprehensive health coverage, retirement options, employee well-being programs, and a tuition waiver program.

Pay

$38,000 - $42,500

Schedule

Full-time Staff (Classified)