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Administrative Assistant II, Military Science

Apply now Job no: 494577
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

Pay Grade: 26N
 
Context of Job:
 
Under the general supervision of the Department of Military Science Department Chair and the College of Arts and Science, the Administrative Assistant II performs complex clerical and administrative support duties, including the compilation of data and generation of routine reports. The position includes the knowledge of UDs policies and procedures, registration and computer’s systems and functions.

Collaboration and coordination with the Army is imperative. The position requires an understanding and comprehension of Army policies and procedures, computer systems and intricacies of the ROTC program. Knowledge of the Army scholarship process and uniform procedures, including the dispersing and proper wear to cadets. Serves as the single point of contact for proper ceremonial, VIP and outside organizations working with the AROTC.

Liaison between the Army, University, Alumni, and City of Newark and the surrounding communities for a variety of events and ceremonies helping to bolster awareness and exposure of the University, AROTC and the Army.

The principal emphasis is on performing a variety of administrative functions and duties for which independent judgment is required in handling confidential and non-routine matters.
 
Major responsibilities:
 
• Advises the department chair and faculty on UD policies and procedures, etc.
• Counsel’s students and instructors on ROTC class credits and enrollment procedures.
• Acts as department liaison for UD departments and a resource on questions of UD policy and procedures.
• Coordinates the use of the University facilities for special functions; assists with planning and coordination of department ceremonies such as Dining Out, Awards and Commissioning ceremonies.
• Assists the department chair in preparing department budget.
• Manages department operating budget and monitors expenditures.
• Assists with uniform supply for cadets; ordering and dispersing uniforms to cadets as well as monitoring the return of uniforms.
• Responsibility for University on-boarding and out-processing of military members; IDs, parking, keys, email accounts, phone service, etc.
• Responsible for UD catalog listings, course evaluations as well as course scheduling and room schedules for the fall and spring terms. This includes working with sponsored universities to ensure that the classes are in their catalog on time.
• Acts as a department receptionist, greeting all students and visitors and answering and directing incoming calls to the appropriate individual.
• Independently composes both University and military confidential correspondence which provide non-legal interpretation of policies and procedures. Also prepares reports, forms and certificates.
• Tracks enrollment and cadet registration into the Military Science classes at the University of Delaware and the sponsored colleges.
• Monitors AROTC national Database for scholarship applicants; schedules scholarship interviews for prospective candidates.
• Pulls all student transcripts from UD system and obtains transcripts from sponsored universities.
• Reviews and calculates GPA based on Army regulations.
• Maintains department calendar to include all military leave, temporary duty assignments, deployments and AROTC student activities.
• Ensures appropriate submission of grades to UD as well as sponsored universities.
• Makes travel arrangements for special guests and speakers. Also processes reimbursement requests for any travel expenses.
• Maintains Alumni database and uses the database for career day or ideas for speakers.
• Manages Department archives with responsibility for record retention processes.
• Distributes the detachment newsletter.
• Performs miscellaneous job-related duties as necessary.
 
Qualifications:
 
• High School Diploma or GED and two to three years of job-related experience, or equivalent combination of education and experience.
• Knowledge of the principles and practices of office management.
• Knowledge of Army programs, policies and procedures preferred.
• An understanding of UD Systems including Webforms, UD Budgets and UD at a glance.
• An understanding of UD policies and practices including Diversity, Labor Relations and Title IX.
• Ability to analyze and interpret data, to make independent decisions and judgments in keeping with the level of the position, and to plan, assign, review and evaluate the work of staff.
• Ability to use advanced techniques in spreadsheet, database and/or presentation software.
• Ability to communicate and interact well with people of all ages and diverse backgrounds.

 

Applications close: Eastern Standard Time

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