Festival Assistant Scheduling Coordinator (Part-Time)

Working Title: Festival Assistant Scheduling Coordinator (Part-Time)

State Role Title: Administrative and Office Specialist II

Position Type: Part-time - Wage / Part-time Salaried

Position Status: Part-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Student Life and Involvement

Department: 300190 - Event Management

Pay Band: 2

Pay Rate: Hourly

Specify Range or Amount: $20.00 per hour

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: 07/16/2026

About JMU:

At James Madison University (JMU), we're more than just a publicly funded institution - we're a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.

JMU offers several perks to all employees including:

• A Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.
• Free Access to the University Recreation Center (UREC): Employees can enjoy facility access and program registration privileges at UREC and University Park. This includes the climbing wall, equipment centers, and group exercise studios.
• A variety of voluntary benefits such as Pet Insurance, Identity Theft and Legal Protection Plans, and several other supplemental benefits.
• Holiday Breaks: The university is granted 12 holidays a year.
• Talent Development Trainings: The Talent Development department offers a wide variety of personal and professional trainings, eligible for all employees to join.

At JMU, we believe in Being the Change - and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

Discover what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

The Festival Assistant Scheduling Coordinator supports the daily operations of the Festival Conference & Student Center by providing front-line customer service, coordinating event scheduling processes within EMS Scheduling System, assisting with billing operations, and supporting communication with students, faculty, staff, parents, and the public. This position ensures timely processing of event requests, maintains scheduling accuracy, supports compliance with facility procedures, and assists with departmental initiatives. The Assistant Scheduling Coordinator also serves as backup support for the Festival Scheduling Coordinator and assists with student employee supervision and summer conference scheduling.

Duties and Responsibilities:

Essential Duties and Responsibilities

Customer Service and Front Desk Operations

• Maintain front desk operations for the Festival Conference & Student Center Scheduling office.
• Assist walk-in visitors and respond to phone and email inquiries from students, faculty, staff, parents, and members of the public.
• Provide accurate information regarding facility policies, scheduling procedures, and event services.
• Maintain a welcoming, professional environment and ensure timely responses to customer inquiries.

Event Scheduling and Administrative Support

• Process student organization and departmental event requests for Festival Conference & Student Center within EMS Scheduling System, as well as student organization event requests in EnGeo and King Hall.
• Review event requests to ensure accuracy, completeness, and compliance with facility policies.
• Send weekly reminders regarding missing or incomplete forms for Festival Conference & Student Center, EnGeo, and King Hall events.
• Send weekly timeline reminders to coordinators of large-scale Festival Conference & Student Center events to ensure deadlines are met.
• Work closely with Festival Event Services to ensure required documentation is submitted accurately and on time.
• Serve as backup support for the Festival Scheduling Coordinator as needed.

Billing and Financial Support

• Assist with billing processes for Festival events.
• Verify event details and support documentation for accuracy prior to billing.
• Prepare billing documentation and assist with reconciliation of event-related charges.
• Coordinate with internal departments to resolve billing discrepancies when necessary.

Committee Participation and Collaboration

• Serve on departmental committees and complete assigned tasks related to committee initiatives.
• Collaborate with Event Management staff on departmental projects and process improvement efforts.

Student Employee Support

• Assist with supervision and daily coordination of student employees assigned to the office.
• Support training efforts and provide guidance to ensure adherence to office procedures and customer service standards.

Summer Conference Support

• Assist with scheduling summer conference activities and facility usage.
• Send reminders and maintain communication related to summer conference timelines and documentation requirements.
• Support coordination efforts to ensure successful summer conference operations.

Qualifications:

Minimum Qualifications

• Demonstrated customer service experience in a professional office or service-oriented environment.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Ability to work collaboratively with diverse groups of students, faculty, staff, and external customers.
• Proficiency with Microsoft Office applications or similar software systems.
• Demonstrated ability to work independently and collaboratively as part of a team.

Additional Considerations:

• Experience with event scheduling or facility reservation systems.
• Experience working in a higher education environment.
• Experience supporting billing, invoicing, or financial reconciliation processes.
• Experience supervising or coordinating student employees.
• Familiarity with event management, scheduling workflows, or conference services.

Additional Posting Information:

Conditions of Employment:

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

This is a part-time wage position working up to an average of 29 hours per week over the course of a calendar year with no benefits.

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.