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Air Force ROTC Administrative Assistant

Job description

Job Title:

Air Force ROTC Administrative Assistant

Posting Number:

Staff 2014001096



Full-time/ Part-time:


Is this a temporary Position?:


Job Description Summary:

Position Responsibilities

  • Support the general operations of the departments by providing clerical office and patron support
  • Manage undergraduate and graduate records, both electronic listings and hard copies
  • Help with the preparation of faculty/department annual reports and tenure and promotion files by collecting and organizing information and data
  • Reserve rooms for advising sessions each semester
  • Monitor and maintain department budgets by keeping track of expenditures via PeopleSoft
  • Monitor copier usage for departments, also making sure any supplies needed are ordered and calling for technicians when needed
  • Purchase supplies as requested by faculty and Chair
  • Help maintain and update the Departmental websites
  • Process disbursement orders, expense accounts, and travel authorizations
  • Process p-card and expense requisitions as requested by faculty and Chairs in PeopleSoft
  • Schedule prospective student visits with Chairs or faculty when requested by admissions
  • Sort mail on a daily basis
  • Process summer salary forms and supplemental contract letter for approval and payroll authorization in PeopleSoft
  • Process contracts and payroll authorizations for faculty teaching Trudeau semester courses
  • Train temporary or part-time staff or students in the office
  • Help purchase and track book orders for faculty each semester
  • Ensure each student is assigned an advisor by keeping an electronic listing of students for each department and assigned advisor in PeopleSoft
  • Request yearly start-up packages from the Budget department
  • Work with Chair on hiring processes when needed by entering information into PeopleAdmin, organizing candidate itinerary/interviews, and assisting candidates with necessary travel arrangements
  • Help to prepare for the University Open House
  • Prepare mass mailings (i.e. freshmen letters)
  • Prepare transfer evaluations for department Chair review by examining which courses qualify and recommend CU courses for the transfer student
  • Updating the department handbooks and placing them online (department webpage), and sending information to the CU Duplicating department for printing hard copies that will be distributed to students
  • Work with Chair to verify students have met all degree requirements when graduation listings arrive from the registrar
  • Track and order any room keys needed by preparing key access forms to be processed by facilities
  • Submit work order requests for any repairs needed or problems in the department area
  • Each semester collect digital copies of all course syllabuses
  • Recruit, supervise and train work study students on tasks and projects
  • Keep track of student federal and University wages
  • Complete all appropriate paperwork for new faculty, including keys for classroom, offices, and orders for items needed in labs
  • Prepare the Recognition Day Awards by ordering awards and processing disbursement order for checks with monetary awards
  • Schedule rooms and times for department related activities
  • Performance of above duties require you to be at work on campus
  • Assist with other projects, administrative duties, and initiatives as assigned

Minimum Qualifications: :

Minimum Qualifications

  • Associates Degree or 3 years related experience in lieu of Associates degree
  • 2 to 5 years of experience in a similar position

Preferred Qualifications: :

Preferred Qualifications

  • Bachelor’s degree or 5 years related experience in lieu of Bachelor’s Degree
  • 5 years related experience in lieu of Bachelor’s Degree
  • The employee is expected to adhere to University policies

Physical Demands:

While performing the duties of this job, the employee is occasionally required to stand, walk, sit, bend and stoop. The employee must occasionally lift and/or move up to 25 pounds. Clarkson is committed to complying with the guidelines set forth under the Americans with Disabilities Act.

Close Date:


Open Date:


Open Until Filled:


Special Instructions for this Posting:

An equal opportunity/affirmative action employer, Clarkson University actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

Maximum Number of Reference Requests:


Minimum Number of Reference Requests:





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Job No:
Posted: 5/1/2021
Application Due: 5/21/2021
Work Type: Full Time