Program Assistant - Military Services

Division: VP

Department: 210250-Office of Military Services

Min Qualifications: HS Diploma or equivalent and four years of secretarial/clerical experience, one year of which was in a military-services related setting. An equivalent combination of education and experience may be considered.

Job Description: The University of South Alabama's Office of Military Services is seeking to hire a Program Assistant.

• Assists the Director in the day-to-day operations of the program.
• Provides program support, general office, administrative and secretarial duties with some variety and complexity.
• Serves as the office manager.
• Acts as the primary liaison to other offices within the University as well as external contacts.
• Maintains budget records, performs routine bookkeeping functions, and is responsible for financial accountability and reporting for the department.
• Supervises and trains other support staff and/or students.
• Arranges meetings, itineraries, and agendas for department.
• Complies and enters data and prepares reports.
• Purchases office and program supplies and materials.
• Manages several budget lines, financial reconciliation, P-Card processing, database management, event registration systems, and program support for department and student groups.
• Maintains ability to multitask, prioritize, and manage complex systems while adhering to USAand Veteran Administration policies and procedures.
• Acts as the first point of contact for all students, existing and new, as well as visiting parents and dignitaries.
• Maintains responsibility for all personnel action forms, work orders, student hiring and scheduling, position descriptions, recruitment processes, and other HR related functions for 25 VA work study students among other staff.
• Processes and posts leave requests for all staff members.
• Processes pay for VA Work Student students with the Regional Processing Center every 50 hours worked.
• Manages training requirements for all staff and students and maintains transcripts to validate training completion.
• Attends all VA Work Study Student training through the Veterans Administration Work Study Program in Muskogee, OK.
• Provides high level support to the Director of Veteran and Military Services and other professional staff members.
• Arranges conferences, seminars, appointments, and maintains calendars for all staff.
• Establishes, enforces, and follows internal processes and controls outlined in all USAand VA policies and procedures.
• Receives and manages phone calls from faculty, staff, students, and family members about services provided by the Office of Veteran and Military Services and responds to routine questions concerning veteran benefits.

Essential Functions

• Assists the Director in the day-to-day operations of the program.
• Provides program support, general office, administrative and secretarial duties with some variety and complexity.
• Serves as the office manager.
• Acts as the primary liaison to other offices within the University as well as external contacts.
• Maintains budget records, performs routine bookkeeping functions, and is responsible for financial accountability and reporting for the department.
• Supervises and trains other support staff and/or students.
• Arranges meetings, itineraries, and agendas for department.
• Complies and enters data and prepares reports.
• Purchases office and program supplies and materials.
• Manages several budget lines, financial reconciliation, P-Card processing, database management, event registration systems, and program support for department and student groups.
• Maintains ability to multitask, prioritize, and manage complex systems while adhering to USAand Veteran Administration policies and procedures.
• Acts as t e first point of contact for all students, existing and new, as well as visiting parents and dignitaries.
• Maintains responsibility for all personnel action forms, work orders, student hiring and scheduling, position descriptions, recruitment processes, and other HR related functions for 25 VA work study students among other staff.
• Processes and posts leave requests for all staff members.
• Processes pay for VA Work Student students with the Regional Processing Center every 50 hours worked.
• Manages training requirements for all staff and students and maintains transcripts to validate training completion.
• Attends all VA Work Study Student training through the Veterans Administration Work Study Program in Muskogee, OK.
• Provides high level support to the Director of Veteran and Military Services and other professional staff members.
• Arranges conferences, seminars, appointments, and maintains calendars for all staff.
• Establishes, enforces, and follows internal processes and controls outlined in all USAand VA policies and procedures.
• Receives and manages phone calls from faculty, staff, students, and family members about services provided by the Office of Veteran and Military Services and responds to routine questions concerning veteran benefits.

Posting Information

Working Days: Monday-Friday

Working Hours: 8am - 5pm

Job location: Main Campus

Full Time/Regular

Applicants Documents: Required

1. Resume

2. Cover Letter

Supplemental Questions

Required fields are indicated with an asterisk (*).

*Are you at least 18 years of age?

• Yes
• No

*Do you have a legal right to work in the United States?

• Yes
• No

*The University of South Alabama typically does not sponsor individualsfor staff positions. Will you now or in the future require sponsorship for employment visa status?

• Yes
• No

*What is the highest level of education you have completed?

Less than High School