Passport Center & Operations Specialist - Center Global Engagement

Working Title: Passport Center & Operations Specialist - Center for Global Engagement

State Role

Title:

Administrative and Office Specialist III

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt:
Eligible for Overtime

College/Division: Center for Global Engagement

Department: 100796 - Passport Acceptance Facility

Pay Band: 3

Pay Rate: Pay Range

Specify Range or Amount: $40,000-$44,000

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: 7/29/2026

James Madison University is a publicly funded university with a beautiful campus and a supportive community that is committed to preparing students for the future. The university offers excellent comprehensive benefits which include paid vacation, sick, parental, and community service leave in addition to 19 paid holidays a year; affordable health insurance; retirement through the Virginia Retirement System. We also offer a work-life balance and integration program, Balanced Dukes, that is designed to support the overall wellbeing of our employees and a Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.
Visit our Prospective Employee site to learn more about what makes JMU a great place to work: bit.ly/JMUEmployment

The Center for Global Engagement is seeking a Passport Center & Operations Specialist to coordinate the daily operations of JMU's Passport Acceptance Facility and provide operational purchasing and administrative-fiscal support for CGE Operations. This position serves as a U.S. Department of State certified Passport Acceptance Agent Lead and provides accurate, customer-focused passport services to JMU students, faculty, staff, alumni, and community members.
The role is responsible for passport application processing, customer service, appointment preparation, documentation review, payment processing, reconciliation, compliance records, inventory management, operational purchasing, small purchase credit card (SPCC) reconciliation, and maintaining accurate internal records.
This position requires regular on-site presence. The position may also be required to work occasional adjusted hours, including evening and/or weekend Passport Center hours, to support expanded customer access and operational needs. When adjusted hours are needed, the work schedule will be coordinated in advance and in accordance with university policies.

• Serve as the U.S. Department of State certified Passport Acceptance Agent Lead for JMU's Passport Acceptance Facility.
• Process passport applications and review identity/citizenship documents, photos, fees, and supporting materials for accuracy, completeness, and compliance.
• Provide customer guidance by phone, email, and in person regarding passport forms, documentation requirements, fees, timelines, photos, and appointment expectations.
• Manage Passport Center appointment preparation, schedule review, reminders, follow-up, and rescheduling support.
• Maintain Passport Center records, customer instructions, appointment communications, internal procedures, reference materials, supplies, equipment, and secure documentation.
• Process, record, and reconcile passport-related payments, receipt logs, credit card transactions, Payment Insider reports, DTFs, and supporting documentation.
• Follow U.S. Department of State, PCI, university, and internal procedures related to passport processing, payment handling, records, and compliance.
• Coordinate routine operational purchasing for CGE Administration and Operations, including supplies, equipment, copier expenses, Passport Center supplies, postage, mailing materials, and other approved needs.
• Use assigned SPCC for approved purchases and complete required reconciliation, receipts, documentation, and purchasing records in accordance with university procedures.
• Monitor assigned recurring operational expenses, inventory needs, purchasing records, and internal operational files.
• Support limited Passport Center outreach/customer education and recommend…