Administrative Assistant - Department of Military Science

General Information

James Madison University's Department of Military Science is accepting applications for an Administrative Assistant. This role coordinates and performs a wide range of staff and operational support activities for both Army and Air Force ROTC. Additionally, this role serves as a liaison with other departments and the local community to include National Guard and other ROTC units in the resolution of day-to-day administrative support.

Duties and Responsibilities

• Provides daily administrative support for the program, including telephone calls, assisting visitors, and managing the department head's daily calendar events. This includes scheduling and coordinating meetings, events, interviews, appointments, travel, and other activities for the department head.
• Coordinates, monitors, and reconciles department budgets, including foundation accounts. Projects budget and planning for each academic year. Completes all invoicing for state/regional/local agencies.
• Prepares or assists with the preparation of scheduled and/or alumni statistical and narrative reports; performs basic information gathering and analysis for alumni network.
• Hires and supervises student employees within MSCI. Maintains time sheets and time entry for payroll on student employees.
• Constructs/updates/modifies Military Science minor course requirements each semester (class times/days/enrollment caps, etc.). Inputs academic schedules into Student Administrative system and completes updates as needed. Completes any adjunct hiring for the Military Science unit.
• Provides MSCI course enrollment permissions, course overrides, time conflict issues, and credit limit increase requests if cadets have issues with enrolling in MSCI classes or have other issues/conflicts with academic courses.
• Corresponds with and maintains communication with the Registrar's office (Client Services) concerning issues with cadet courses and graduation requirements prior to commissioning.
• Maintains cadet personnel files and confidentiality, which includes transcripts, student rosters/schedules, and academic data for all cadets.
• Provides procurement services via SPCC (small purchase credit card) and eVA (a web-based state procurement tool). Maintains department supply inventory.
• Provides support for all Military Science events held on and off campus, including commissioning ceremonies. Acts as public relations contact for Military Science unit.
• Completes university-related travel authorizations and reimbursements for Army and Air Force ROTC. Arranges transportation for cadet training exercises as needed. Arranges transportation for ROTC Air Force cadets through JMU Motor Pool to travel to UVA each semester.
• Approves graduation requests (provided all PME requirements are/will be met prior to commissioning).
• Approves Military Leadership minor requests.
• Liaison for advising cadets in the Military Science unit.
• Performs duties related to academic 104Rs; academic major course requirements, military leadership minor requirements, etc.
• Performs miscellaneous job-related duties determined by the Dean of the College of Education and the Professor of Military Science.