Marquette University, Air Force Reserve Officer Training Corps seeks an experienced and collaborative leader to become part of its team. The Office Associate reports to the Aerospace Studies Department Chair, but will work in close partnership with all office staff to enable the development of cadets into Officers through general office support.
Duties and Responsibilities:
1. Answer telephones and meet and greet visitors, faculty, students, parents, and staff from other offices with a positive and welcoming attitude. Handle questions as appropriate, take messages or screen for referral as necessary. 2. Provide secretarial assistance by typing, duplicating, faxing, and using other computer applications as requested. 3. Prepare mailings to students, faculty, parents staff, and outside organizations. Open and distribute mail including electronic email to detachment organizational boxes. 4. Maintain and update Detachment calendars and student academic schedules. 5. Develops and maintains office forms, formal invites, and handouts. a.Coordinates with recruiting officer on annual changes to recruiting products b.Updates and creates new brochures, pamphlets, and information cards c.Coordinates with cadre to publicize detachment mission/vision products 6. Maintain and inspect manual and computerized files and records including general office files. 7. Uphold confidentiality of staff and student information. 8. Develops and populates detachment alumni network a.Ensure all prior graduates and current graduates are built into a distribution mechanism b.Keep Alumni informed of cadet activities and semesterly newsletters c.Coordinate with Cadre on additional communication to alumni d.Assess needs/wants of alumni and how detachment can connect them with the current mission 9. Budget Resource Advisor a.Determine budgets between different universities. b.Build requirements and execution plan for annual budget. c.Liaison between staff members and external agencies to develop costs and work requirements through execution. d.Type purchase requisitions, internal order forms, etc. for ordering supplies and equipment. Handle reimbursements for University related activities. 10. Floor and Building Responsibilities a.Responsible for identifying and reporting equipment and maintenance problems throughout floor. b.Forecasts long term updates within floor and building to ensure facilities are appropriately sustained c.Coordinates with outside agencies to assess best space for program use 11. Responsible for all conference room reservations. 12. Runs Cadet Awards Program a.Sends semester call to cadets to submit nominees for semester awards b.Tracks Award programs for fitness and academics c.Tracks Higher Headquarters awards and builds briefings for decisions by Cadre within the office d.Oversees ribbon and ribbon rack inventory for future purchases 13. Manages Testing Program as Testing Control Officer a.Coordinates with Central office in Texas for access to restricted tests and appropriate inventory b.Schedules and administers tests to cadets and local officer candidates in the Milwaukee area c.Ensures security and confidentiality in accordance with testing policy 14. Physical Training Leader a.Schedules and Executes Semester Fitness Assessments for all cadets b.Maintains CPR certification and annual training requirements in accordance with Air Force policy c. Records scores in WINGS system d.Works with cadre to identify concerns e.Encourages overall health and wellness within the Detachment f.Champions one fitness event involvement once a year 15. As Uniform Communication Inventory Control Clerk, perform the following responsibilities: a.Fit and issue uniforms and field training items to Air Force ROTC cadets. b.Travel to purchase uniform items from clothing sales c.Order miscellaneous supplies as needed (name tags, rank, etc.) d.Prepare invoices for current uniform needs for government reimbursement three times each year. e.Maintain records of items issued to cadets and deposits made by cadets. f.Maintain filing system, balance university uniform commutation account monthly. g.Prepare Annual Uniform Commutation Report for HQ AFROTC and interface with university accounting department if funds need to be returned to the Air Force. h.Clean and maintain uniform shop. i.Position is held responsible for stock in the uniform shop. Must become familiar and maintain working knowledge of Air Force Instructions. 16. Responsible for scheduling and tracking appointments using Outlook Calendar a.Schedules and tracks all appointments with Department Chair/Commander b.Schedules and tracks all prospect appointments c.Schedules and tracks appointments with external organizations 17. Schedule and coordinate all Drug Demand Reduction Program (DDRP) actions. a.Maintain confidentiality of all DDRP operations. b.Schedule testing. c.Coordinate with AF DDRP personnel. d.Review paperwork prior to submission. 18. Conducts uniform and equipment preparation with all field training cadets. a.Schedules appointments with cadets. b.Coordinates uniform and equipment requirements with NCO's. c.Tracks each cadet's bag drag through completion. 19. Plans, coordinates, and assists with commissioning. a. Sends out all invitations. b. Reserves venue. c. Staff communication hub for commissioning coordination. 20. Perform other duties and responsibilities as required, assigned, or requested
Required Knowledge, Skills, and Abilities:
High school diploma
CPR and AED Certification or certifications obtained with 6 months of hire.
Two years related experience required
Must possess exceptional interpersonal and communication skills, both written and oral, and enjoy working with college students.
Must possess strong typing/word processing skills and ability to learn computer applications.
Must have strong organizational skills, initiative and flexibility.
Must have high level of personal and professional maturity, enthusiasm and good judgment.
Must understand military organization, the values within it, and emulate those values.
Ability to maintain confidentiality
Basic knowledge of word processing, presentation documents, and spreadsheet applications specifically Microsoft Word, PowerPoint and Excel
Stand for extended periods of time not to exceed 3 hours
Preferred Knowledge, Skills, and Abilities:
Bachelor's degree or some college
Proficient with Microsoft Office, Adobe, and other computer products
Knowledge of military accessions process and cadet development
Familiar with Military Customs and Courtesies Standards
Familiar with Air Force Dress and Appearance Standards
Special Instructions to Applicants :
All applications for this position must be received through Marquette University’s electronic recruiting system. Please attach a cover letter and resume, as well as the names and contact information for three references.
Internal Number: 11564
About Marquette University
Marquette University is a Catholic, Jesuit university located near the heart of downtown Milwaukee, WI, that offers a comprehensive range of majors in 11 nationally and internationally recognized colleges and schools. A Marquette education offers students a virtually unlimited number of paths and destinations and prepares them for the world by asking them to think critically about it.