Administrative Assistant II, Air Force ROTC

PAY GRADE: 26N

CONTEXT OF THE JOB:
Under the supervision of the AFROTC Department Chair and the general supervision of the College of Engineering, 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 systems and functions.

Collaboration and coordination with the Air Force is imperative. The position requires an understanding and comprehension of Air Force policies and procedures, customs and courtesies, computer systems, and intricacies of the AFROTC program. Knowledge of the AFROTC scholarship process and uniform procedures, including dispersal of items for multiple physical fitness and regular duty items to cadets as well as proper wear by cadets. Serves as the single point of contact for conducting normal and ceremonial functions with and for distinguished visitors and other outside organizations working with AFROTC.

Liaison between the University of Delaware, cross-town universities, the Air Force, the City of Newark and other government and community organizations and personnel for a variety of events and ceremonies, helping to bolster the daily function as well as additional awareness and exposure of the University, AFROTC and the Air Force.

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.
• Counsels 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 procedure.
• 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.
• Responsible for 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 cross-town universities who have also signed contracts to be part of the AFROTC unit hosted by UD to ensure that the classes are in their catalog correctly and 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 Air Force Science classes both at the University of Delaware and multiple cross-town colleges.
• Monitors AFROTC national database for scholarship applicants; schedules scholarship interviews for prospective candidates.
• Compiles/submits post-interview paperwork to HQ AFROTC.
• Pulls all student transcripts form UD system and obtains transcripts from cross-town universities.
• Reviews and calculates GPA based on Air Force regulations.
• Maintains department calendar to include all military leave, temporary duty assignments, deployments and AFROTC student activities.
• Ensures appropriate submission of grades to UD as well as cross-town universities.
• Makes travel arrangements for special guests and speakers. Also processes reimbursement requests for any travel expenses.
• Maintains Alumni database and use the database for career day or ideas for speakers.
• Manages Department archives with responsibility for record retention processes
• Distributes the detachment newsletter.
• Updates the department recall roster which is used to contact personnel in case of emergency.
• Trusted Agent for the Drug Demand Reduction Program.
• Liaison to UD departments concerning building facility maintenance issues.
• Performs other job-related duties as necessary.

QUALIFICATIONS:

• High School diploma or GED, Associate’s degree preferred, and two years of related experience or equivalent combination of education and experience.
• Knowledge of the principles and practices of office management.
• Knowledge of military unit 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.
• Proficient in the use of Microsoft Office including word processing, presentation, spreadsheet, presentation, and database applications.
• Effective written and verbal communication skills.
• Strong organizational skills with the ability to handle multiple assignments concurrently; plan and prioritize a variety of projects that must be completed simultaneously and on time and schedule and coordinate meetings and maintain complex schedules with little to no assistance.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.