Administrative Liaison

Summary

Position Title

Administrative Liaison

Department

NROTC

Status

Full Time/Non-Exempt 

Position Summary

The mission of the Naval Reserve Officer Training Corps (NROTC) Unit is to develop midshipmen morally, mentally and physically and to imbue them with the highest ideals of duty, honor and loyalty in order to commission college graduates as officers. NROTC accomplishes its mission through a system of training and instruction in essential naval subjects, which qualify students for appointments as Ensigns in the Navy or Second Lieutenants in the Marine Corps.

The Administration Office of NROTC is responsible for ensuring the fulfillment of academic and aptitude needs for students, faculty and staff. The Administrative Liaison provides direct support to the Commanding Officer and Executive Officer and additional support to faculty and staff members alike in the NROTC unit. This position assists the unit in accomplishing all tasks related to the responsibilities of the office and its overall objectives: to increase retention, ensure academic excellence, and enhance service to students and conduct scholarly assessment of student learning, among other things.

Essential Job Duties

  • Serves as administrative liaison to Jacksonville University, as well as University of North Florida, and Florida State College at Jacksonville: including course scheduling, submitting Naval Science Minor to the curriculum catalog for accreditation, catalog updates, and transcript requests
  • Performs support duties to organize and prepare work for the Commanding Officer and Executive Officer
  • Regularly provides support to the faculty
  • Handles Personally Identifiable Information and Controlled Unclassified Information as outlined by Navy guidelines and uses the highest discretion regarding sensitive matters
  • Maintains university forms, maintains electronic records, maintains and creates student files for admissions
  • Assists with scholarship paperwork and student files for NROTC
  • Maintains appointment calendars for both Commanding Officer and Executive Officer
  • Schedules and coordinates Performance Review Boards (PRB) with Dean of the Davis
  • College of Business and Technology, XO, Faculty, and student
  • Attends PRBs as required, assists with recording minutes and creates all associated paperwork
  • Creates and prepares correspondence in MS Office software: Word, Excel, PowerPoint, Publisher and Outlook
  • Writes correspondence with general guidance from the Commanding Officer and Executive Officer; proofreads all correspondence
  • Organizes and prepares for meetings and events hosted by the NROTC Unit
  • Manages and updates NROTC portal of MyJU website
  • Makes travel arrangements as required for conferences
  • Disseminates, collects, summarizes and appropriately forwards student surveys
  • Sorts and distributes incoming mail
  • Prepares and forwards appropriate paperwork for new hires
  • Picks up and distributes reimbursement checks
  • Manages and inputs information into the assessment management system for the Office of Analytics and Planning
  • Maintains class and room schedules
  • Follows up with faculty regarding final grades needed by the Registrar’s Office after the submission deadline
  • Submits IT work requests
  • Submits maintenance and repair requests to Physical Plant for NROTC
  • Notify appropriate personnel of copier and fax machine problems
  • Appropriately refers visitor and student phone calls to the NROTC Unit to the proper resource (e.g. recruiter, advisor, instructor, CO, XO, as required)
  • Supervise student worker and submit timecards as required
  • Budgetary responsibilities: tracks NROTC spending, creates reports for Commanding Officer and Executive Officer, processes NROTC paperwork for payments to vendors, processes internal invoices and expenditures
  • Manage Purchase Card and associated monthly paperwork for allocation of funds
  • Coordinate with Aramark for catered events
  • Food coordinator for special NROTC events
  • “Go Green” building coordinator
  • Confers frequently with incumbents of similar positions across the campus
  • Liaison between UNF Army ROTC unit as needed to support UNF Army ROTC students attending JU
  • Performs other related duties as assigned

Special Skills

  • Microsoft Office Suite proficiency
  • Knowledge of University procedures
  • Good interpersonal communications skills and ease in relating to people from varying educational, cultural, and social backgrounds
  • Ability to work independently and as a part of a team
  • Ability to adapt to a military environment

Work Conditions

  • Work is primarily indoors
  • Noise level is moderate due to telephones and office machines

Physical Requirements

  • Manual dexterity to efficiently operate a computer keyboard and scientific equipment
  • Near vision sufficient to read written communications and computer display screens
  • Adequate hearing to communicate effectively in person and by phone

Prerequisites Required for Position

Minimum Education Requirement

  • High school diploma, Bachelor’s degree preferred.

Minimum Work Experience

  • At least 1 year in an office setting with administrative responsibilities

Preferred Qualifications

  • Higher education experience
  • U.S. Navy and Marine Corps knowledge
  • Accounting knowledge

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

Covid Vaccination Information: Faculty and Staff

All Jacksonville University employees who work at any JU facility must be vaccinated against COVID-19.

For more information regarding the JU vaccination policy, please click the link below.

JU Vaccination Policy

To Apply

Interested applicants are to send a copy of their resume and list of references to Commander David Cordova at dcordov@ju.edu.