"ROTC - Administrative Specialist III"

Job Details

Job Location: Main Campus - Edmond, OK 73034

Position Type: Staff

Salary Range: $45,000.00 - $45,000.00 Salary/year

Job Category: OTRS Classified

Position Classification:

Regular, full-time, salaried, exempt and benefit-eligible staff position. For more benefit information visit Why Work at UCO?

General Schedule:

Position typically works Monday-Friday from 8am-5pm, some evenings and weekends are required.

Position Overview:

The Administrative Specialist for the ROTC (Reserve Officers' Training Corps) Program and 2BLeaders Program is an exempt-level position that provides high-level administrative, operational, and analytical support to ensure the effective and efficient functioning of the ROTC unit and 2BLeaders Program within the college or university setting. Working closely with military cadre and institutional leadership, the specialist serves as a key liaison between the ROTC program and university departments, students, and external stakeholders. Responsibilities require the exercise of independent judgment and discretion in areas such as program coordination, financial and budget management, procurement, data reporting, compliance monitoring, and general office administration. The specialist also supports recruitment, enrollment processes, and event planning in coordination with military staff and university partners.

Job Duties:

• Serve as the primary administrative leader for the ROTC program, overseeing daily operations to ensure compliance with university policies and military regulations while supporting strategic program goals.
• Act as a key liaison and collaborative partner between ROTC leadership, university departments, external agencies, and stakeholders to facilitate program alignment and operational effectiveness.
• Oversee the management and strategic allocation of program budgets, ensuring fiscal responsibility through monitoring expenditures, forecasting, and comprehensive financial reporting.
• Direct the procurement process for program resources, including supplies, uniforms, equipment, and services, ensuring efficiency and adherence to institutional policies.
• Maintain and analyze critical program data, including cadet enrollment, academic progress, and training milestones, to inform decision-making and reporting.
• Lead recruitment and outreach initiatives by coordinating campus visits, external engagements, and development of marketing strategies to enhance program visibility and enrollment.
• Plan and execute major program events such as ceremonies, training exercises, and orientation sessions, providing logistical and administrative oversight to ensure success.
• Prepare and deliver detailed reports and presentations to institutional leadership, military commands, and other stakeholders to support transparency and strategic planning.
• Provide administrative guidance and support to cadets and students, ensuring compliance with program requirements and deadlines through proactive communication and problem-solving.
• Oversee the organization and maintenance of official program records, correspondence, and administrative systems to ensure accuracy, confidentiality, and accessibility.
• Monitor and ensure the timely submission of all required documentation to university and military authorities, exercising independent judgment to prioritize and resolve issues.
• Manage special projects, initiatives, and operational improvements, applying advanced administrative expertise to support program growth and effectiveness.
• Ensure compliance of 2BLeader students based on program criteria through the university Banner system.
• Work with 2BLeader Directors to increase social media presence for potential, current, and alumni students.
• Assist in planning and organizing department and 2BLeader events, retreats, dinners, workshops, etc.
• Coordinate logistics such as venue booking, catering, materials preparation, etc.
• Perform additional duties as assigned, demonstrating adaptability and leadership in supporting ROTC program objectives.

Qualifications/Experience Required:

3+ years of work experience in related field that provides knowledge of and exposure to fundamental theories, principles, and concepts.

Qualifications Preferred:

Experience in a higher education or military-affiliated program preferred.
Experience with program coordination, oversight, and supervision preferred.

Knowledge/Skills/Abilities:

• Knowledge of administrative, financial, and operational processes in higher education or public sector settings
• Familiarity with military structure, terminology, and ROTC program functions
• Proficiency in Microsoft Office Suite and ability to learn specialized systems
• Strong written and verbal communication skills
• Effective organizational and time management skills; ability to prioritize and multitask
• Ability to interpret and apply complex policies and procedures
• Strong interpersonal skills; ability to work with various groups, including students, faculty, and military personnel
• Discretion and professionalism in handling confidential or sensitive information
• Ability to work independently and collaboratively in a structured environment
• Event coordination and logistical planning capabilities
• Analytical skills for problem-solving and reporting

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.