Senior Military Services Specialist

Washington, DC
Dec 21, 2017
Jobs Outside Higher Education
Non-Profit Organizations & Associations
Institution Type
Other Organizations

The Senior Military Services Specialist is key to the successful preparation and completion of military course and occupation reviews. The Senior Military Services Specialist analyzes and processes the course and occupation materials; identifies discrepancies and reconciles them prior to review; assigns faculty expertise to appropriate academic areas; builds faculty teams; and coordinates review logistics with the military schoolhouses and faculty evaluators. During the review, the Senior Military Services Specialist travels with the team and works closely with the military course managers, faculty evaluators, and ACE Associate Directors to ensure the smooth operation and integrity of the review process. The Senior Military Services Specialist conducts post-review activities including accurate data entry of credit recommendations, quality assurance of final reports, and maintenance and processing of all review documents. Proven analytical, research and project management skills are expected.



Essential Job Duties or Tasks

General Administration

  • Manages 33% (approximately 20 to 25 reviews per year) of the workflow and details for the evaluation schedule. This involves a complex workflow cycle of 120-90-60-30 work days prior to a review with a 30-work day final post-review requirement.
  • Analyzes and assesses the tools and resources available to the military points of contacts and stakeholders. Collects feedback form stakeholders to develop and implement training and outreach opportunities.  Track and document training and education trends (by branch of service).
  • Analyzes faculty subject area needs (in collaboration with ACE, CREDIT, CUP and the Associate Director, Faculty), and leads recruitment initiatives. Creates, develops and implements new faculty evaluator training and webinars.  Supports and designs faculty tools and resources.
  • Analyzes and assesses the business process protocols of the review. Solicits feedback from internal and external stakeholders to implement new or revised procedural steps.  Creates documentation and support tools.  Launches and manages the business process function and features available within SharePoint and other technology.
  • Serves as a source of information to military personnel on the use of the Military Guide, military transcripts, and the evaluation process.
  • Collaborates to identify and discuss needed improvements to data systems and business processes.
  • Maintain integrity of data using SharePoint, 4D and Excel software systems.
  • Embraces technology such as webinars (ReadyShow, WebEx, BlueJeans), SharePoint, collaborative editing, and other process tools.
  • Works collaboratively with all staff from the Center for Education Attainment and Innovation.

Pre Review Execution

  • Communicates and collaborates with the director assigned to the review through all phases of the review process
  • Analyzes and processes the course and occupation materials;
  • Identifies discrepancies with course / occupation materials and reconciles them prior to review;
  • Identifies faculty areas of expertise to appropriate academic areas; recommends and assembles faculty teams;
  • Coordinates and executes the review logistics with the military schoolhouses and faculty evaluators
  • Coordinates all travel logistics for the review team
  • Maintains the POI workflow with the MilEval mailbox and Military Programs portal. Formulates strategies to improve efficiencies throughout the fiscal year, ensuring contract compliance.
  • Documents the requisite POI data (receive date, ACE ID number, service course number, and title) for processing.
  • Analyzes and determines the status of course and occupation materials submitted. Communicates to stakeholders the status of submitted materials (receipt or rejection of POIs received and processed). Leads conference calls to address questions or concerns.
  • In collaboration with the Associate Director, conducts pre-review analysis and planning to determine content, scope, and logistics of review.  Facilitates all communication with the team and troubleshoots issues or challenges.  


On-Site Review Execution

  • Travels with the team and serves as the primary logistician for the faculty and military points of contact. This involves the day-to-day needs of the faculty (travel, meals, working requirements) and supporting the coordination of the review details with the military stakeholders.
  • Organizes communications and validates any travel issues or changes
  • Serves as a resource for evaluation team and military personnel
  • Audits review materials and coordinates outreach with the key POCs.
  • Tracks team consensus sheets and course materials; conducts editing analysis
  • In collaboration with the Associate Director, reviews the content of the team consensus sheets to validate accuracy of written credit recommendations


Post Review Execution

  • Produces written trip reports.
  • Inputs course and occupation data into the databases (4D and GS)
  • Conducts quality assurance of data entry of credit recommendations.
  • Validates final reports
  • Manages the review documentation within the appropriate systems.
  • Maintains course and occupation data integrity to include editing, proofing, parsing, and production of contract required reports


Education/Experience/Specialized Knowledge and Competency Requirements:

Senior Specialist - Bachelor’s (or equivalent experience) required.  A minimum of 5 years of experience in one or more of the following areas in higher education or military schoolhouse experience:  Academic Affairs – Veterans and Military Affairs, Student Affairs, Academic Counseling or Advising, Military Education Advising or Counseling, Campus Veterans Resource Representative, Higher Education Faculty, JST Transfer Specialist or a related discipline.  Advanced degree may substitute for some work experience.

Evidence of progressive responsibilities including managing multiple detailed projects in various stages of progression simultaneously.

Demonstrated office management skills including: organizing and implementing multiple complex issues and tasks; project management, strong verbal and written communications; editing and proofreading responsibilities.

Demonstrated experience working with diverse populations

Experience with relational database administration and common software applications (4D, SharePoint and MS 2010 experience a plus).  Strong consideration given to candidates with experience and knowledge dealing with military transcripts and postsecondary curriculum.


Working Conditions/Physical Effort:

Office environment; remote work environments; extensive travel (approximately 35-45%)


 The American Council on Education is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.


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