Administrative Assistant II

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.
• Collaborates with the university to schedule various facilities for events (i.e. Awards, Commissioning, Military Ball and classrooms).
• Serves as clerical, scheduling, and PeopleSoft course maintenance assistant for the Professor of Military Science.
• 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.
• Solves procedural and regulatory questions concerning enrollment, contractual documents, medical qualifications and mandatory requirements.
• Coordinates and schedules physical examinations, consultations to include remedial and inoculations.
• Maintains 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.
• Aids in preparing individual academic degree plans for tracking of academic progression.
• Manages Cadet Actions to include disenrollments, waivers, and medical.
• Aids in 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).

Qualifications

• High School Diploma or GED required.
• Minimum three (3) years administrative/secretarial support experience required.
• Experience using Microsoft Office data management and spreadsheet functions.
• PeopleSoft 9.0 data management system experience preferred.