Advising Operations Assistant, Pre-Professional Health Advising

Advising Operations Assistant, Pre-Professional Health Advising

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. PPHA invites applications for the position of Advising Operations Assistant, a key member of the PPHA team supporting daily operations of a dynamic student services office. This position combines student-facing support, advising operations, data and workflow management, and administrative coordination to ensure seamless delivery of advising services for students and alumni.

Duties and 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.
• Assist students and alumni with navigating advising services and connecting with appropriate resources.
• Support PPH Madison Advising Peers & Transfer Ambassadors.
• Manage student records, minor declaration workflows, advisor assignments, and enrollment processes using university systems.
• Coordinate processes related to health professions application support, including pre-application reviews, letter packet services, applicant tracking, and confidential record management.
• Monitor and maintain applicant data, communications, schedules, and associated supporting documentation.
• Collaborate with advisors to support time-sensitive advising and application-related workflows.
• Coordinate calendars, meetings, events, room reservations, travel arrangements, and departmental programs.
• Support purchasing, budget tracking, reconciliation, and financial recordkeeping in accordance with university policies.
• 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.
• Ability to contribute positively to a culture of accessibility, collaboration, exploration, and professionalism.
• Understanding of FERPA, confidentiality standards, and institutional policies related to student records.
• Knowledge of budget monitoring, purchasing, and recordkeeping practices.

Additional Posting Information:

• 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.
• 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: .
• If you are an individual with a disability and need assistance searching or applying for jobs please contact us at 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.
• Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer