Administrative Assistant

Position Overview

The Administrative Assistant 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 Detachment 280 and provides direct support to the detachment’s commanding officer.
• Employee works with minimal guidance and must demonstrate initiative and organization. Maintains command files, administers department's task tracking system, and integrates/ coordinates documentation to ensure smooth and successful 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 issues regarding safety and comfort of the offices in the department. 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.
• Frequently is 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. The position requires decision making, problem solving and negotiating skills.

• Conducts screenings and schedules appointments for entry and commissioning medical physicals for all Department of Defense medical exams.
• Assists students in paperwork submission and all follow-up information requested by the Medical Exam Review Board for completion of their Physical Exam.
• Manages cadet medical waiver program; summits 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.
• Keeps staff and unit commander informed on the current status of each cadet's physical; makes recommendations to the unit commander regarding required processes when unique situations and problems may affect the completion and ultimate outcome of a medical physical.

• 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; develops unique budgeting and accounting tools and processes to manage programs and to track associated equipment and supplies.
• Compiles financial data, records and monitors all program expenditures, reconciles accounts, and conducts periodic and annual reviews/audits of accounts and purchases in accordance with Air Force and university policies.

• Manages Air Force Uniform Issue program. Responsible for the 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 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 at summer training with all required uniforms and gear. Supports local high school Junior ROTC uniform needs when requested.

• Manages the scheduling of high school student interviews through correspondence and telephone calls for over 60 potential scholarship recipients annually.
• Manages the administration of the scholarship interview process for the unit via a web-based program. Schedules appointments for unit commander and military instructors to accomplish 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.

• 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 concerning department activities of community interest, processes and delivers hometown news release information for student military accomplishments.

• 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.
• Provides assistance to 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.

Contact Information to Applicants

Charles Dossman
[email protected]

Additional Candidate Instruction

A complete application consists of:

• A cover letter addressing how required qualifications are met.
• Resume
• 3 Professional References

Incomplete applications will not be considered. 

Advertised Salary Range

Commensurate with experience $30,000- $40,000

Application Review Begins

02-Aug-2021

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Job Family

Administrative Support-KUL

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Institutional Opportunity and Access, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY 9 for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).