VCC Hiring Administrative Staffer

October 11, 2022

Come join our team! VCC is hiring for an Administrative and Financial Coordinator. Check out the job posting below. Open until filled:

Position Summary Information

Working Title Administrative and Financial Coordinator – Virginia Clean Cities
Position Number 7263
Posting Number S2892
State Role Title Administrative and Office Specialist III
Position Type Classified
Position Status Full Time
FLSA Status Non-Exempt: Eligible for Overtime
College/Division Research and Scholarship
Department 534560 – VCC ENTITY AGREEMENT
Pay Band 3
Pay Rate Pay Range
Specify Range or Amount $38,000 – $41,000
Is this a JMU Only position? No
Is this a grant-funded position? Yes. This is a grant funded position and is contingent upon continued funding.
Is this a Conflict of Interest designated position? No
General Information Virginia Clean Cities and CASE seek a qualified professional to serve as Administrative and Financial Coordinator to oversee the program’s administrative needs, accounting policies and procedures, and to provide support to a portfolio of sponsored projects and contracts. This position will include significant interaction with the university partner, James Madison University.

This position will provide administrative level support to a 25-year-old nonprofit with a 10-year university partnership. The position will be under the supervision of and provide support to two Executive Directors and other senior staff, and will provide assistance to enable program managers as project staff. The university grant projects also receive guidance and support from the Office of Sponsored Programs (OSP), including program, legal, and accounting support funded by project indirect funds.

Virginia Clean Cities is the Commonwealth of Virginia’s longstanding clean fuel coalition, and one of around 90 Clean Cities coalitions nationwide that supports domestic energy, environmental, and economic security through educational and deployment efforts towards reduction in petroleum use in the transportation sector.
The Center for the Advancement of Sustainable Energy (CASE) focuses on research, education, and outreach to advance sustainable energy deployment by providing energy-related services to a wide variety of stakeholders including local governments, state agencies, landowners, non-governmental organizations, businesses, and academic communities. CASE engages in research projects that have national, regional, and local implications with the support of undergraduate, graduate students, and interns. Students subsequently discover opportunities to interact with professionals within the sustainable energy industry, and our interns frequently parlay their experiences into entry-level positions within the renewable energy industry. Our executive director, director, and professional staff operate and administer the CASE facilities and activities throughout each full calendar year.

Duties and Responsibilities Office Management and AdministrationResponsible for all files and filing, and maintains detailed records of program activities and grants.Creates meeting agendas and maintains meeting minutes.Oversees maintenance of all office equipment and supplies, including working with the IT department to maintain all computers and printers.Effectively communicates relevant financial and administrative information to program management, staff and external partners if necessary.Assists with travel arrangements for program staff as necessary and appropriate.Maintain and circulate the Employee Handbook to all staff and incoming employees.Assist as needed with the hiring process for additional staff and interns.Assist in supervising interns.Assist with Executive Director scheduling.Schedule Annual Performance reviews for staff.Create and process personnel action requests.Other administrative duties as required.
Project Accounting & Financial ManagementCoordinate the general financial accounting functions for the VCC non-profit, such as accounts payable, accounts receivable, and bank account reconciliations.Work closely with the university financial liaison to support them in all university grant reporting and reimbursements.Serve as main contact for all VCC non-profit bank issues, and coordinate yearly taxes and audit filing.Comprehension and oversight of program accounting policies and University accounting policies.Collaboration with the Executive Directors and staff on the annual coalition budget.Prepares and reviews financial reports.Assists in appropriate program financial and administrative needs or appropriate special projects such as procurement.Maintains monthly expenditure reports for all project budgets.Prepares all program travel reimbursements using Chrome River (JMU’s electronic travel management solution) or VCC systems.Reviews all reimbursements and invoices, and addresses and resolves all billing issues with involvement of appropriate program and university staff.Process time entry for classified and wage employees and maintain timesheet records.Small Purchase Credit Card monthly reconciliations.Manage EVA (a web-based state-required procurement tool).Responsible for training new employees in financial and administrative protocols of the program.Supports the adjustment of grant budgets when necessary.Supports the Executive Directors to develop and meet revenue and other financial goals.Schedule and manage quarterly and annual project reporting with staff.Suggests methods to improve financial and administrative policies and practices.
Qualifications Demonstrated proficiency in word processing, database systems, and overall experience and comfort with technology. Experience with QuickBooks is preferred.Related work experience in financial and administrative management, and project administration and accounting.Ability to work well with both university contacts and a team of individuals whose primary focus is supporting domestic alternative fuels.Ability to work productively with a range of personalities.Excellent written and oral communication skills.Strong organizational skills. Demonstrated ability to follow through and complete detailed tasks efficiently.Ability to work independently in timely and efficient pursuit of goals.High school diploma or equivalent required. Associates degree and/or Bachelor’s degree preferred.
Condition(s) 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.

Posting Detail Information

Posting Date 10/03/2022
Beginning Review Date 10/11/2022
Closing Date
Open Until Filled Yes
Proposed Starting Date 11/07/2022
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 Request If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 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.
Annual Security and Annual Fire Safety Report Notice of Availability – Annual Security and Fire Safety Report

The Annual Security and Fire Safety Report contains information regarding campus security and personal safety including topics such as: crime prevention, the university police law enforcement authority, crime reporting policies, disciplinary procedures, protocols for the immediate notification of students and staff upon confirmation of a significant emergency on campus and other matters of importance related to security and safety. The report includes statistics for the most recent three-year period of reported crimes that have occurred on campus; in certain off-campus buildings or property owned or controlled by JMU or its affiliates; and on public property within or immediately adjacent to and accessible from the campus.

The Annual Security and Fire Safety Report includes campus housing fire statistics for the most recent three-year period, a description of each on-campus student housing facility fire safety system, the number of fire drills held during the previous calendar year, policies or rules on portable electrical appliances, smoking, and open flames in student housing; and procedures for student housing evacuation in the event of fire along with other fire safety information.

The JMU Annual Security and Fire Safety Report includes the Harrisonburg campus and the three overseas branch campuses; Florence, Antwerp, and London. It is available electronically

You can obtain a copy of any of this report by contacting the Office of Public Safety, MSC 6810, James Madison University, Harrisonburg, VA 22807 or request that a copy be mailed to you by calling (540)568-6769/6913.

Minimum Reference(s) Required 3
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