Office Coordinator - Military Science

Louisiana State University

14d•Onsite

About The Position

The Department of Military Science at LSU is seeking an Office Coordinator. This position is responsible for managing the daily administrative and academic operations of the Military Science Department and the Army ROTC program efficiently and effectively. Will provides direct support to the chair, faculty, US Army staff, and staff at higher Army headquarters. Responsible for administrative personnel management of cadets. Manages ROTC Club budget accounts. Liaison between the Army and university, and partnership programs.

Requirements

Bachelor's degree
Relevant experience in key job responsibilities
Proficient in Microsoft products
Valid U.S. work authorization at the time of hire and maintain that valid work authorization throughout employment.

Nice To Haves

Military service experience or experience working in the Department of War.

Responsibilities

Assists the Chair in managing his duties and responsibilities. Independently prepares correspondence, reports, forms, and administrative paperwork for review and/or signature of the Chair. Provides data for the preparation of the annual report, budget requests, recruiting and retention reports, and briefings for visiting military officials. Manages calendars, advises the commander on university policies, must be proficient in Microsoft products, and be able to multi-task.
Provides guidance on Army and university policies/procedures to new faculty and staff. Prepares in- and out-processing personnel paperwork for the Army. Inputs data into the Faculty Academic Credential System. Insures faculty meet all university suspense's and requirements.
Attends workshops and training as needed for University certifications required for the position. Also attend workshops for Army cadet administration when requested.
Responsible for the maintenance and disposition of all Army, University and Cadet files.
Handles confidential data and information with discretion and protects confidentiality.
Manages IT issues on office computers and server.
Manage and update departmental website as needed
Works with the Registrar's office each term in obtaining early certification of degrees for all cadets being commissioned. In coordination with the ROTC Human Resource Assistant, responsible for preparing the required commissioning paperwork for cadets, and Official Military Personnel Files to be forwarded to the Army's Personnel Command and an official file for the 2LT to report to duty with.
Liaison to the academic and administrative offices and staff with partnerships at other universities. Submits information on ROTC courses for catalog and class scheduling purposes, requests academic records.
Processes curriculum changes for all Military Science courses.
Inputs data in to Mainframe for program as needed.
Submits names of awardees to Cashier’s Office and Financial Aid each semester.
Plans and implements the Army ROTC Study Hall program (required by Cadet Command) for contracted cadets who are not meeting academic standards. Notifies cadets of requirement to attend, monitors attendance, and assists with finding tutors if needed.
Staff advisor for the Army ROTC Cadet Club. Attends all meetings, assists with University Student Organization requirements, and serves as staff advisor for cadet organization and funds.
Plans and implements all commissioning ceremonies to include location, invitations, rehearsals, scripts, programs, and receptions with prior approval from the Chair.
Serves as protocol subject matter expert for events including but not limited to LSU Kick off, orientations, Old War Skuel, Cadet Alumni Association.
Maintains access to the university's mainframe and BENGALS.
Monitors ROTC Foundation accounts in BENGLES for info on donors and account balances.
Manages budget account for Cadet Fund and ROTC Club Account.
Maintains all records and budgets associated with the events.
With supervisor approval, responsible for LaCarte Card purchases. Responsible for submitting required Expense Reports in Workday weekly for LaCarte Car purchases.
Prepares and submits travel Expense Reports in Workday for faculty, staff, and students for travel reimbursements as needed.
Prepares and submits purchase requisitions and limited purchase orders for instructional materials, equipment, office supplies, recruiting materials, and information in Workday. Maintains adequate inventory of all office supplies.
Functions as the Student Employment Partner for Military Science including all Workday tasks associated student workers, including but not limited to hiring, approving time, and ensuring all onboarding tasks are completed timely. Functions as the Timekeeper for Military Science by performing time management tasks to include approving time, entering time, and adjusting time for student workers as needed. Serve as Supervisor in Workday for all student workers in department. Prior to hiring, must obtain approval from supervisor.
Other duties as assigned