Army ROTC Program Coordinator or Program Assistant

Available Title(s):

107M-YN_CS_NPS - Program Assistant, 107N-YN_CS_NPS - Program Coordinator

Business Title:

Army ROTC Program Coordinator or Program Assistant

Employee Type:

Classified

Time Type:

Full time

Position Term:

12 Month

Position Details:

The Opportunity:

The Department of Military Science at Washington State University (WSU) invites candidates to apply for their Program administrative support position. You will provide a broad range of administrative and program support to both students and department faculty ensuring the administrative functions of the office run effectively and efficiently. You will interact with a diverse group of external callers and visitors and internal contacts at all levels of the organization. At the heart of the position, you must be able to understand the needs of the students and requirements for their advancement towards graduation while ensuring the overall program is aligned with the mission of the university. The successful candidate will begin as either a Program Coordinator or a Program Assistant depending on their level of experience.

Under the general supervision and direction of the Department Chair and Professor of Military Science, Department of Military Science (ROTC), your duties will include, but are not limited to:

General Office Support

Familiarity with Cadet Command Regulations, forms and procedures. Familiarity with Army regulation 25-50 and able to prepare official correspondence and documents in accordance with that document. Basic knowledge of the Army supply system and property accountability requirements. Understanding of Army protocol and rank structure. Basic computer knowledge: MS word, MS Excel, MS PowerPoint, MS Access, and Perform Pro Filler. Must be familiar with and adhere to all the safety rules and regulations for the College Safety Policy which apply to the work place. Acts as resource liaison between and among students, faculty, prospects and the University community and members of the public. Must establish and maintain effective working relationships with peers in other offices.

Fiscal Responsibilities

Administrative support may include coordination of room reservations, guest lists, catering, transportation, facility maintenance, financial tracking of program budget, publicity, set-up, and follow-through. Performs the initial review of department purchases and expense reimbursement requests to ensure all appropriate documentation has been provided prior to submitting to the Office of Finance and Administration. Prepares and submits to the Office of Finance and Administration, departmental purchases, payments, reimbursements through the use of purchase requisitions, check requests, petty cash vouchers, etc. Requests campus parking permits for university guests

Maintains Cadet Records

Cross enroll students from visiting colleges and universities. Develop academic plans for all enrolled students. Monitor GPA progress and provide updates to the Department Chair about issues and develop action plans to ensure good standing. Responsible for assisting with all military Science events: set up/logistics/marketing/planning. Submit program class scheduling requests for all four levels and military science labs. Coach enrolled students through the degree planning process and serve as an advisor for class selection and degree progress. Track and report program enrollment data. Responsible for inputting and retrieving data using University and Army systems. Supports other staff members, as needed, in program supply and human resources actions. Assists in preparing legal and administrative documentation for Cadets contracting physical exams, medical waivers, security clearances, and accession packets. Work with Graduations office on submitting a minor in Military Science for Commissioning Cadets.

Cadet Award Maintenance

Serve as the face of the program in the absence of full time Cadre and Staff Ability to inform multiple stakeholders concurrently. Create faculty guest lists for all external facing events (Commissioning, award ceremony, ball, promotions, etc.). Maintain the Cadets. Awards database and submit awards recommendation to proper groups, clubs or organizations. Coordinates and organizes the student awards board and awards ceremony each spring.

Other Administrative Tasks & Duties

Attend all official meetings of the university as the Military Science Department Head. Ability to discuss Army ROTC programs via telephone or through email. Assists the Department Head and the assigned active-duty military cadre with program administration and activities, which may include collaborating with other university offices and/or outside agencies to ensure compliance with current policies and procedures, establishing internal administrative procedures, and makes or recommends changes as needed to improve the department’s efficiency or effectiveness. Serves as a resource to current students, including crosstown students, faculty, cadre members, and others regarding the program, procedures, and requirements, as well as matters relating to administrative policies and procedures.

Required Qualifications:

Program Coordinator:

• High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.

• Two years full-time experience coordinating and verifying complex academic, medical and/or military records.

• Must have, or be able to obtain, a valid driver’s license at time of hire.

Program Assistant:

High school graduation or equivalent AND two years of full-time clerical experience OR equivalent education/experience.

Preferred Qualifications for All:

• Well versed in Microsoft Office Word, Excel, PowerPoint, and Outlook; familiar with webpage development and maintenance; familiar with Microsoft Office Publisher.

• Demonstrated experience monitoring and maintaining budgets.

• WSU experience with knowledge of the university’s policy and procedures and general accounting and financial practices associated with a state agency.

• The person must be a self starter and able to provide guidance to the often changing military personnel on such items.

• Self-motivated and able to work with minimal supervision.

• Detail oriented and ability to work in government/university environment.

• Able to maintain confidentiality.

Additional Information:

Area/College: Office of the Provost & Executive Vice President
Department Name: Department of Military Sciences
City, State, Zip: Pullman, WA 99163
Department Link: WSU Army ROTC Webpage
Monthly Salary:

Program Coordinator | Range 40 | $3,376 - $4,497 (A-M)

Program Assistant | Range 37 | $3,145 - $4,174 (A-M)

Successful candidates typically begin at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28.

Benefits: WSU offers a comprehensive benefits package which includes: paid sick and vacation leave; paid holidays; medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts. For additional information, please review the summary of benefits offered by WSU for classified staff and Total Compensation .
Overtime Eligibility: This position is overtime eligible.
FTE: 100%
This is a Permanent position.
Posting Close Date: Applicants must submit their completed application by Sunday, April 14th, 2024 at 11:59 p.m.
Background Check: This position has been designated by the department to require a background check because it requires access to children or vulnerable adults as defined by RCW 74.34 , engages in law enforcement, requires security clearance, interacts with WSU students in a counseling or advising capacity, has access to personal identifying and/or financial information, unsupervised access to university buildings/property, or other business-related need.  A background check will not be completed until an initial determination of qualification for employment has been made.
Application Instructions: Applicants must upload the following required documents to their online application. Documents may be submitted in one file or separate files. Applicants are encouraged to upload as a PDF if possible. Applicants will be requested to provide contact information for professional references within the online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements.

• External candidates, please upload all documents in the “Resume/CV” section of your application.

• Internal candidates, please upload all documents in the “Resume/Cover Letter” section of your application.

Required Documents:

1) Resume

2) Cover letter

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .