University of Delaware Hiring for Administrative Assistant II, Air Force ROTC at Delaware, United States Full Time

Equal Employment Opportunity Statement

The University of Delaware is an Equal Opportunity Employer which
encourages applications from Minority Group Members, Women,
Individuals with Disabilities and Veterans. The University’s Notice
of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html

Job No: 499387
Work Type: Staff
Location: Newark
Categories: Administrative Support, Full Time

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.

Notice of Non-Discrimination, Equal Opportunity and Affirmative
Action
The University of Delaware does not discriminate against any person
on the basis of race, color, national origin, sex, gender identity
or expression, sexual orientation, genetic information, marital
status, disability, religion, age, veteran status or any other
characteristic protected by applicable law in its employment,
educational programs and activities, admissions policies, and
scholarship and loan programs as required by Title IX of the
Educational Amendments of 1972, the Americans with Disabilities Act
of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII
of the Civil Rights Act of 1964, and other applicable statutes and
University policies. The University of Delaware also prohibits
unlawful harassment including sexual harassment and sexual
violence.

Applications close:

PI193130613