Administrative Assistant II

Administrative Assistant II (Open)

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 disenrollments, 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).

Minimum 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.

Preferred Qualifications:

PeopleSoft 9.0 data management system experience preferred.

Additional Job Information:

Benefits include medical, dental, prescription, long-term disability, accidental death and dismemberment insurance and life insurance; paid time for paid sick leave, annual leave, and personal leave; 12 paid holidays per year, tuition remission; employer-funded pension and supplemental retirement accounts

Bowie State University shall not discriminate against any individual on the basis of race, color, religion, age, ancestry or national origin, sex, sexual orientation, disability, marital status or veteran status. All policies, programs, and activities of Bowie State University are and shall be in conformity with all pertinent Federal and state laws of nondiscrimination including, but not limited to: Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, the Age Discrimination Act of 1975, Sections 503 and 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, Federal Executive Order No. 11375, and Article 49B of the Annotated Code of Maryland. This commitment applies in all areas and embraces faculty, staff, and students.

Equal opportunity of access to academic and related programs shall be extended to all persons. Bowie State University shall have as its firm objective equal opportunity in recruitment and hiring, rate of pay, all other promotions, training, retention and dismissals, for all employees and applicants for employment. The University will stress equal access for employees and applicants for employment to all programs and services provided by the University both on and off campus. The University will also provide equal opportunity and an atmosphere of nondiscrimination with respect to women and members of minority groups in all its operations. In addition, the University shall promote equal opportunity and equal treatment through a positive and continuing Affirmative Action Program.

The University makes, and will continue to make, reasonable accommodations to promote the employment of qualified individuals with disabilities and disabled veterans, unless such accommodations would impose an undue hardship on the University's business.

In addition, employees and applicants will not be subjected to harassment, intimidation, threats, coercion, or discrimination because they have engaged in, or may have engaged in, activities such as filing a complaint, assisting or participating in an investigation, compliance review or hearing, or opposing any act or practice made unlawful, or exercising any other right protected by Section 503 of the Rehabilitation Act of 1973, as amended or the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended.