Administrative Associate Sr

27094BR

Naval ROTC

Position Overview

The Executive Administrator for the Department of Naval Science will be a 1.0 FTE position and will include the following duties:

This is a confidential position - The position is critical in the communications and operations of the Naval Science department and operates in a highly visible role within the university community. The Executive Administrator has access to a variety of sensitive information (personnel and student records, fundraising files, etc.) and is expected to maintain discretion and confidentiality. Professional communication with state officials, media, business and industry leaders, deans, faculty, university officials, students, and the general public is an essential part of this position.

In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 8 hours of sick leave earned every month, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options and State of Kansas discounts offered by various vendors.  KU also offers employees educational and professional development opportunities. KU is a great place to work! The University actively encourages applications from members of underrepresented groups.

Job Description

50% Program Coordinator
Perform all duties related to the administration and operating functions of the Department of Naval Science.

• Serves as a liaison with the Shared Service Centers and other Central Offices to ensure that the department maintains compliance with University policies, procedures, and other regulations.
• Process incoming and outgoing mail for all Military Science departments.
• Greet visitors and answer phone calls to the NROTC department directing all incoming inquiries to the appropriate party promptly and efficiently.
• Balance and maintain KU departmental budget, Navy and Joint ROTC endowment funds.
• Order supplies and maintain inventories.
• Liaison to Facilities Operations for the Military Science building repairs and services.
• Serve as Departmental IT Tech.
• Serve as Building Emergency Liaison.
• Serve as Scheduling Officer maintaining and updating departmental classes, course catalog, and active instructors with Enrollment Management.
• Serve as Student Award Coordinator for over 30 private, local and national organization awards.
• Each semester administer and calculate instructor evaluations in accordance with Naval Service Training Command instructor performance requirements.
• Generate and submit the annual Command Operations Report and Quarterly Criminal Activity, Disciplinary Infractions, and Court-Martial Report (QCAR). 
• Serve as KU’s Student Involvement and Leadership Center (SILC) registered student organization advisor.
• Assist in recruitment efforts to include prospective student recruitment via Slate undergraduate recruitment CRM system and department tracker.
• Develop and maintain department website and social media accounts.  Develop and manage content strategies.
• Create, edit and publish marketing, outreach materials, and newsletters/communications.
• Manage and advise student PAO, recruiting staff and S4.
• Coordinate, plan and assist in execution of departmental events to include but not limited to annual awards ceremony, alumni reunions, commissionings, retirements, and military balls.  Secure guest speaker lodging when appropriate. 
• Process new affiliated staff hires.
• Initiate fundraising efforts cooperatively with the KU Endowment Association for Navy ROTC endowment funds and the joint ROTC Josephine Rugge account. 

40%  Executive Administrative Support
Provide high-level administrative support to the Commanding Officer/Professor of Naval Science.

• Act as the Commanding Officer’s communication liaison with KU offices, departments, schools and with external constituencies.
• Schedule and coordinate meetings, events, interviews, appointments, and/or other similar activities.
• Make high-level decisions on which issues receive priority on calendars. In order to fulfill this expectation, the Executive Associate must be fully cognizant of current issues related to the Unit.
• Independently manage routine administrative processes on behalf of the CO.
• Generate and coordinate all correspondence requiring the CO’s signature and maintain command files.
• Works independently to handle projects that impact the organization by collaborating with internal and external entities on behalf of the CO. 
• Maintains department policies, instructions, and CO directives.

10% Miscellaneous and Service to Naval Science Department.

• Participate as a valued team member of the Naval Science staff. Contribute to the overall success of the NROTC mission.
• Participate in special projects and/or on special committees within the school, as assigned.
• May supervise Midshipmen.
• Other duties as assigned by the Commanding Officer.

Required Qualifications

Preferred Qualifications

Contact Information to Applicants

Michael Beaty, 785-864-1186, [email protected]

Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

Incomplete applications will not be considered.

Advertised Salary Range

43,500.00

Application Review Begins

16-Feb-2024

Anticipated Start Date

04-Mar-2024

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Job Family

Administrative Support-KUL

Work Location Assignment

On-Site

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 Civil Rights & Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (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).