Administrative Assistant II - Department of Military Science

Posting Details

Job Specification Information

Job Posting Number

S299NE

Position Title

Administrative Assistant II - Department of Military Science

Class Title

Regular or Contingent II

Regular (PIN)

Desired Start Date

FLSA

Non-Exempt

Grade/Range

$39,232 - $51,966

Open Date

10/12/2022

Close Date

12/12/2022

Open Until Filled

No

Duties and Responsibilities

· Performs various administrative duties relating to military personnel involving the composition and distribution of correspondence, publications, reports, special orders, etc. Maintains office files, publication library, e-mail, and control of mail.
· Coordinates with the university to schedule various facilities for events (i.e. Awards, Commissioning, Military Ball and classrooms).
· Supports the Professor of Military Science by providing clerical, scheduling and PeopleSoft course maintenance assistance while keeping ROTC staff and Cadre informed of academic calendar and related campus deadlines.
· Submits course descriptions to the Registrar’s Office for changes and updates to course description every semester/quarter.
· Creates and manages cadet military personnel records and ensures the correct documentation (enrollment forms, planned academic worksheet, birth certificate, copy of SSN card, contracts, privacy act statements, medical forms, security clearance, transcripts, life insurance, emergency contact and banking direct deposit forms) are present and correct in accordance with Army Regulations.
· Prepares enrollment and contract documents for students enrolling in the basic and advanced courses to include requesting transcripts on new individuals interested in pursuing ROTC and ensuring GPA criteria meets standards.
· Resolves procedural and regulatory questions concerning enrollment, contractual documents, medical qualifications and mandatory requirements. Coordinates and schedules physical examinations, consultations to include remedial and inoculations.
· Monitors Cadet life cycle performance and academic transcripts, transfer of credit, GPA, Tuition and Fees, academic major, class rolls and student contact information to ensure continued compliance with eligibility and commissioning requirements.
· Advises the instructors on Cadet academic performance and eligibility. Assists in preparation of individual academic degree plans for tracking of academic progression. Prepares and manages Cadet Actions to include dis-enrollments, waivers, and medical. Assists with extension of benefits, transfers, academic major change requests and CLC deferments.
· Ensures necessary forms are processed for scholarship selection cycles and schedules applicants to appear before scholarship selection boards. Explains obligatory requirements of the Senior ROTC program to scholarship winners, the financial expenses they will incur, and of allowable reimbursable expenses.
· Manages/monitors department budget to include invoices, spreadsheets, budget printouts, and inputting purchase requisitions in accordance with BSU policy.
· Supervises cadets for annual events, programs, and related activities as needed
· Manages student-workers, Cadet interns and assigned Cadet battalion aids to complete required projects, assignments and activities to include quarterly newsletter, event program booklets, multimedia, program marketing materials and related tasks.
· Briefs department personnel daily on administrative workload and suspense dates; conducts weekly inventory of departmental equipment/ supplies and reorders as needed; maintains departmental files using the Modern Army Record Keeping System ( MARKS ).
· Performs other duties as assigned.

Minimum Qualifications

These are the job duties for required of the position

Education

A High school diploma or GED required.

Experience

A minimum three (3) years administrative/secretarial support experience required. PeopleSoft 9.0 data management system experience preferred. Experience using Microsoft Office data management and spreadsheet functions.

Knowledge Skills and Abilities

Comprehensive knowledge of civilian and military office practices, procedures, business English, spelling, and punctuation. Required skills in use of personal computers, Word processing, all Microsoft Office Software Programs, data management and spreadsheet functions. Ability to compose correspondence and prepare accurate arithmetic calculations, to set up and maintain complex files, to communicate effectively both orally and in writing. Must have the knowledge of grammar, spelling, capitalization, punctuation, and syllabification. Ability to operate a fingerprint live scanner and use personal computers with office applications to perform operations or to prepare complex documents containing tables or graphs and use online resources to obtain information accessible over the Internet, as needed. Must have the skills and abilities to operate related equipment such as printers, copiers and fax machines.

Conditions of Employment

Must be punctual, dependable and be able to work with limited supervision. May travel to and from locations within a 20-mile radius.

Special Requirement: A skills level assessment will be administered to candidates on Microsoft Office 2016 Word, Excel, and PowerPoint.

Please be advised, COVID -19 vaccinations are not required but encouraged for faculty and staff to be employed at Bowie State University. This protocol is subject to change.

Other

This is Union position.

Bowie State University offers an excellent benefits package! This includes tuition remission including eligible dependents; choice of medical/vision plans, Carefirst BC/BS, United Health Care and Kaiser plans, dental, prescription, and life insurance, training and development, EAP ; and as eligible generous leave package including sick/bereavement, annual, personal; and winter and spring breaks.

Posting Detail Information

Special Instructions to Applicant

Quick Link for Internal Postings

https://bowiestate.peopleadmin.com/postings/2397

Pass Message

Fail Message

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a High School Diploma or GED?
   • Yes
   • No
2. * Do you have a minimum three (3) years experience providing secretarial/administrative support?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents