Secretary - ROTC

St. John's, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.

St. John's University Army ROTC Secretary Position Description:

Job Summary: Serves as the Army ROTC Program Assistant/Secretary who directly supports a Cadet Command Battalion. Communicates and interacts with University and ROTC department administrative and faculty personnel daily. Utilizes office automation equipment to compose, type and manage a variety of correspondence, reports, special orders, and other material in final form, primarily in support of actions resulting from accomplishing assigned duties.

Essential Functions:

1. Serves as continuity for both the institutional administrative and academic requirements in conjunction with the operation of Army ROTC Senior Instructor Group at the University.

2. Ensures proper format, grammar, and spelling used in creating, editing, and preparing documents.

3. Manages office records, organizes and maintains files, and updates databases.

4. Liaisons with University and partnership schools to ensure class schedules and any alterations to course catalog descriptions are coordinated and forwarded prior to catalog publication dates. Reviews and processes change to course catalog annually and coordinates with Senior Instructor Group to ensure course catalog is in compliance with United States Army Cadet Command curriculum.

5. Manages and supervises Student Workers by assigning tasks, duties and responsibilities. Tracks and approves Student Workers hours.

6. Awards. Develops and maintains award databases. Initiates and produces orders and certificates for Cadet awards that include, but not limited to, ribbons and medals. Coordinates with the Army ROTC Logistics Technician for procurement of ribbons and medals. Coordinates, initiates, processes and tracks awards from various veteran and external organizations.

7. Develops and maintains University Army ROTC Website and social media pages.

8. Coordinates with University print shop for ROTC department copying, printing, and mailing requirements.

9. Works with University administrators and faculty to updates University databases to reflect new Cadets with Cadet contact information changes and removes disenrolled Cadets.

10. Maintains a calendar for the Professor of Military Science and uses Outlook Meeting Request to schedule Cadre and Battalion meetings.

11. Provides administrative support, oversight and coordinate resources of ROTC special projects, which include the Military Ball, Dining-in, Commissioning Reception, and other events as required.

12. Develops and maintains an Army ROTC alumni contact roster and ROTC social roster.

13. University Budget Management: Records, monitors, and maintains the department's University budgetary records. Prepares and processes department disbursement requests, reconciles, and monitors expenditures with University budget personnel. Maintains historical purchase records utilizing University funds in accordance with University policies and procedures.

14. Serves as the primary liaison with the Admissions Office and incorporates brochures and vital Army ROTC information for incoming freshman class.

15. Monitors Planned Academic Work Sheets, CC Form 104-R, assisting Cadets with preparation as well as ensuring Cadets remain academically aligned throughout their tenure in the program. Performs 104-R Scrubs each Semester. Coordinates with University academic advisors and Registrar Office in regard to academic planners and course conflicts.

16. Academics. Processes academic requirements for Military Science Department, i.e. access to and prints Cadet grades and transcripts, as well as collecting course syllabi for the University. Coordinates with University Registrar Office to confirm and validate senior Cadet graduations.

17. Cadet Funds. Assists Cadets in coordination of Cadet approved purchases utilizing Cadet Funds with University budget office.

18. Coordinates and tracks university in-processing and out-processing of Cadre in the Senior Instructor Group.

19. Contributes to the overall success of the ROTC program by completing other duties assigned by the Professor of Military Science.



Secondary Functions:

1. Assists with Human Resources functions work overflow as needed to include, but not limited to, Cadet administrative actions, helping Cadets track physicals, update enrollment packets, and extended absence requests.

2. Assists with the Human Resource Assistant in creating, maintaining and updating Cadet record files.

3. Coordinates with University Veteran Affairs Office for activities and events.

4. Assists Cadre with recruiting events and assists in recruiting eligible high school, junior college, and university students into the Senior ROTC program in the absence of the Recruiting Operations Officer.

5. Supervises: Student Worker(s)



Work Schedule:

Full-time: 40 hours/Week

Schedule: Set (8 a.m. - 5 p.m. w/ 1 hour lunch)

Reports to: Professor of Military Science, Military Science Department Chair

Education, Work Experience and Requirements:

1. College degree preferred, but will consider High School diploma with relevant experience/certification.

2. Strong interpersonal and communication skills to provide excellent customer service and exercising sound judgement, discretion, and confidentiality.

3. Trained and experience with the following computer automation systems: Microsoft Office Suite including Word, Power Point, Excel, Access, and Outlook.

4. Ability to create reports, agendas, and other necessary items in a timely fashion.

5. Certified and experience in website design and management.



Physical Demands:

1. The incumbent may occasionally lift and transport materials and equipment weighing up to fifty pounds.

2. The incumbent must be able to move freely throughout the campus.



Working Conditions:

1. Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made available to enable individuals with disabilities to perform essential functions.

2. While performing the duties of this job the employee is usually exposed to the typical office environment.

3. The noise level in the work environment is usually minimal.

The statements herein are intended to describe the general nature and levels of work performed by employees, but are not a complete list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

In compliance with NYC's Pay Transparency Act, the annual salary for this position is $55,000. St. John's University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

This position may be relocated to any of St. John's University's physical locations at any time.

St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events

Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.

St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.


To apply, visit https://jobs.silkroad.com/StJohnsEdu/Careers/jobs/219593







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