Administrative Associate

The Administrative Associate for KU’s Air Force Reserve Officer Training Corps (AFROTC) detachment performs duties related to the administration of the main office and provides direct support to the unit's commanding officer. The position interfaces with the permanent front office team of five military personnel that conduct training, management, and administrative documentation for 60-100 AFROTC cadets, and serves as the primary liaison between KU and the detachment for budget, scheduling, and IT matters. Job Description 35% Front Office Manager & Executive Facilitator to the Commander Employee performs all duties related to the administration of the main office for AFROTC Provides direct support to the detachment’s commanding officer Works with minimal guidance and demonstrates initiative and organization; maintains command files, administers the department’s task tracking system, and coordinates documentation to ensure smooth management of all programs Coordinates with other university departments to facilitate effective office operations, including scheduling courses for instructors and managing room inventories for all three ROTC departments Manages schedules for instructor personnel to ensure availability for meetings, scheduled courses, and student interviews Works with KU Facility Operations on office safety and comfort issues; interfaces and corresponds with external agencies including AFROTC Regional staff and AFROTC Headquarters; coordinates arrangements for visiting VIPs, prepares itineraries, and arranges hospitality functions such as lodging and dining Serves as the first and primary contact for interested high school students and their parents; coordinates RSVPs for Parents Day, formal dining events, Joint Service Review, commissioning ceremonies, and recruiting functions; requires decision making, problem solving, and negotiating skills 20% Unit Physical Examination Scheduler and Coordinator Conducts screenings and schedules appointments for entry and commissioning medical physicals for all Department of Defense medical exams Assists students in paperwork submission and follows up on information requested by the Medical Exam Review Board for completion of their physical exam Manages the cadet medical waiver program; submits requests and resolves problems with the Department of Defense Medical Evaluations Review Board, HQ Air Education & Training Command, and the Surgeon General for waivers and exceptions to policy Informs staff and unit commander of the current status of each cadet’s physical; makes recommendations when unique situations affect the completion and outcome of a medical physical 15% Accounting, Financial, and Budget Management Serves as program manager and accountant for multiple Air Force and university accounts with combined funds in excess of $160,000 Develops and maintains annual program budgets; creates budgeting and accounting tools and processes to manage programs and track associated equipment and supplies Compiles financial data, records, and monitors all program expenditures; reconciles accounts and conducts periodic and annual reviews/audits in accordance with Air Force and university policies 10% Uniform Issue Program Management Manages the Air Force Uniform Issue program; responsible for procurement, maintenance, issue, and inventory control of AFROTC uniforms and accessories for detachment cadets Reviews current Air Force policy regarding ROTC uniform issue and wear; provides recommendations on uniform policy to the commanding officer Provides guidance on tailoring and proper uniform care to cadets Reviews uniform issue and tailoring in support of summer field training encampments to ensure cadets arrive with all required uniforms and gear; supports local high school Junior ROTC uniform needs when requested 10% Air Force Scholarship Scheduling Manages the scheduling of high school student interviews through correspondence and telephone calls for over 60 potential scholarship recipients annually Manages the scholarship interview process via a web-based program; schedules appointments for the unit commander and military instructors to conduct interviews Ensures finished reports are dispatched within 30 days of web notice Tracks interview results and completes cover letter/recruiting package for the award of the unit commander’s leadership scholarship; interacts with AFROTC Headquarters and peer universities to resolve problems and coordinate actions 5% Unit Webpage Authoring and Maintenance Designs Updates unit webpages using university software Ensures data is current and content meets university and Air Force Public Affairs and communications guidelines Coordinates with university computer department, ROTC faculty, and ROTC students for content Transfers Air Force ROTC alumni database data from the unit webpage and university alumni association into usable data files Acts as liaison with local press regarding department activities of community interest; processes and delivers hometown news release information for student military accomplishments 5% Administrative Responsibilities Composes and edits correspondence for the commanding officer, including sensitive documentation regarding cadet status, personal, and medical issues Provides administrative assistance to instructors, primarily with equipment and materials preparation areas Aids the military staff with maintaining the unique AFROTC cadet database management system, as well as with maintaining student administrative and medical records Operates and maintains all office equipment (MS Office Suite, photocopier, scanner, and fax machine) and maintains office supply inventory Required Qualifications High School diploma or GED equivalency and two years of office experience or two years of post‑secondary education Three years of experience in skilled clerical, accounting, auditing, and/or administrative support work One year of experience using MS Office products (including MS Word, Excel, Outlook, and PowerPoint) and basic office computer systems Preferred Qualifications Training/familiarity with PeopleSoft (KU Financials/ DEMIS) or other budgeting software, as evidenced in application materials Familiarity with KU rules, regulations, and departments and overall organization, as evidenced in application materials Previous military service and/or familiarity with military guidance and uniform wear highly desired, as evidenced in application materials Proactive/positive attitude and comfort interfacing with other KU departments, military personnel, and students, as evidenced in application materials Strong time management skills, ability to prioritize workflow while remaining organized; discretion required for sensitive records and correspondence, as evidenced in application materials #J-18808-Ljbffr