SJSU AFROTC University Liaison

San José State University • San José, CA

14h

About The Position

The SJSU AFROTC University Liaison for the Aerospace Studies (AFROTC) at San José State University is the primary administrative lead responsible for the coordination, execution, and management of academic, operational, financial, and personnel-related functions that support cadet education and faculty success. Serving as the liaison between the university, the U.S. Air Force, cross-town academic partners, and external organizations, this role demands expert knowledge of university systems and Air Force procedures. The position requires confidentiality, strong initiative, and the ability to manage complex processes related to cadet enrollment, military medical examinations, travel, scholarship coordination, facilities, scheduling, technology, and compliance. The SJSU AFROTC University Liaison ensures uninterrupted support for students, adjunct faculty, ROTC events, and department operations in alignment with SJSU and Department of Defense (DoD) regulations.

Requirements

• Comprehensive knowledge of office administration practices, procedures, and workflow management in a complex academic and military-affiliated environment
• Ability to independently interpret and apply university, CSU, state, federal, and Department of Defense policies and procedures
• Proficiency in enterprise systems including PeopleSoft/CMS, WINGS, OU Campus, CSU Buy, and Google Workspace
• Strong financial and budget management skills, including procurement processing, reconciliation, and compliance documentation
• Advanced written and verbal communication skills, including preparation of professional correspondence, reports, and official documentation
• Ability to coordinate multiple priorities simultaneously, manage complex timelines, and meet strict regulatory and academic deadlines
• Demonstrated discretion and sound judgment in handling confidential student, personnel, and military records
• Completion of a high school program, technical/vocational program, or their equivalents
• Two years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.

Nice To Haves

• Bachelor’s degree from an accredited institution is required, preferably in business administration, public administration, education, communications, or a related field. A master’s degree in a related discipline is desirable
• Minimum of three years of progressively responsible experience providing administrative support to a department or program in a higher education or military-affiliated environment
• Demonstrated experience in coordinating academic operations, scheduling, and enrollment for multi-campus partnerships
• Prior experience using enterprise software systems such as PeopleSoft Campus Solutions, CMS, OU Campus, CSU Buy, and Google Workspace
• Proven success in budget management, procurement processes, and financial reconciliation in compliance with university and state policy
• Experience working with military programs (ROTC, DoDMERB, DFAS) or within a Department of Defense framework is highly desirable
• Demonstrated ability to communicate and collaborate effectively with university leadership, faculty, military personnel, students, and external partners
• Experience providing event coordination and support for large-scale or ceremonial events, preferably in an academic or military setting
• Experience supervising or providing directions to student assistants, interns, or junior staff

Responsibilities

• Coordinate cadet admissions, enrollment, cross-registration, and academic tracking across SJSU and up to 15 partner institutions, ensuring compliance with university and Air Force requirements
• Build, submit, and manage the department course schedule each term, including classroom coordination, catalog updates, and conflict resolution in PeopleSoft/CMS.
• Maintain accurate cadet records in WINGS and university systems, including transcript verification, commissioning documentation, scholarship tracking, and stipend audits (DFAS)
• Manage department budgets and procurement processes, including requisitions, P-Card reconciliation, CSU Buy transactions, and financial tracking in compliance with CSU and DoD regulations
• Provide comprehensive administrative support to faculty and military cadre, including onboarding, system access, workspace coordination, and separation processing
• Plan and execute department events and ceremonial functions, including Dining Out, commissioning ceremonies, cadet awards, and commencement coordination
• Serve as the primary liaison between SJSU, the U.S. Air Force, cross-town institutions, and external partners to ensure seamless academic and operational coordination

Benefits

• San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.
• For more information on programs available, please see the Employee Benefits Summary

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED