UNIVERSITY OF PORTLAND - Portland, OR, US

Program Specialist, Air Force ROTC

Date Posted: 2024-06-15

Job description

Position Details

Position Information

Job Title
Program Specialist, Air Force ROTC

Department
Air Force ROTC

Job Code
C50502

Job category
Full Time Staff

Terms and Hours
Full time Hourly. Non-exempt, 35 hour work week.

Salary Range
Starting Hourly Rate $23.00; commensurate with experience

Job Summary

Under the direction of the Professor of Air and Space Studies (PAS), the Program Specialist leads and performs a variety of program functions including human resource support, fiscal management assistance, customer service, office management and administrative support duties for the Department of Air and Space Studies at the University of Portland (UP). This position supports the AFROTC mission to train future Air Force and Space Force Officers and works hand in hand with the assigned Air Force Officer and Enlisted Cadre at UP.

Core Duties

Manage entire spectrum of cadet life cycle from recruiting and enrollment through qualification for commissioning into the Department of the Air Force upon graduation; includes data gathering and reporting metrics to ensure AS department meets or exceeds all Department of Defense viability targets.
Schedule over 50 prospective student visits per year and assists in presenting AFROTC program and scholarship opportunity briefings to prospective students
Develop, promote, and manage annual Fall and Spring New Cadet Orientation processes in cooperation with Air Force Cadre.
Manage enrollment of students into the AFROTC program from initial application to University through active AFROTC program participation in cadet status.
Oversee all cadet pay qualification, scholarship and disbursement actions totaling over $1.9M/year.
Provide mentorship and assists in connecting students to available resources on campus (i.e. writing, math, student success centers) to maximize successful educational outcomes.
Assist cadre with conducting semi-annual review, updates and corrections of student records in accordance with AFROTC regulations.
Lead human resources support for over 50 students by maintaining and protecting personally identifiable information, tracking individual student data and information; ensuring cadet database is current and accurate.
Hire, supervise, and train student employees in coordination with the cadre. Supervisory responsibilities include hiring processes, setting of expectations, training and professional development, performance management and evaluations, and disciplinary processes including termination of employment.
Fiscal management and oversight of two department budgets funded by the University and the Department of the Air Force.
Manage $115K endowment scholarship fund with University; educates students on Cat Scholarship opportunities, eligibility requirements, and deadlines
Assist in overseeing University Housing and Food Scholarship for AFROTC cadets.
Plan and execute ceremonies recognizing students' program completion and commissioning into the military upon graduation.
Singular continuity of department supporting six military faculty cycling in/out of University duties every 2-3 years; initiate new hire and departure actions for on/off-boarding cadre.
Schedule and assign instructors for AS department courses.
Oversee department's strategic calendar to ensure over 120 annual milestones are met for all students matriculating through the officer training program while pursuing academic degrees from University.
Arrange department's facility reservations and usage; manages department key requests and facility work repairs in support of 12 unique courses per AY.
Manage department's annual budget and payment card program; completes University expenditure reports utilizing University managed software programs.
Compile and provide biannual tuition estimates to Headquarters AFROTC for national scholarship recipients; furnish Student Accounts and Office of Financial Aid with AFROTC scholarship third-party bills and advise on proper payout.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.

Education & Experience

Required: Associate's degree and two years of related professional experience.
Preferred: Bachelor's degree.
Preferred: Prior administrative experience.
Preferred: proficiency with audio, visual and lighting technology devices.
Or a combination of equivalent education and/or experience.

Certifications & Licenses

None.

Knowledge, Skills & Abilities

Strong project management skills, including the ability to execute multiple and varied programs and events.
Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, and process improvements.
Ability to prioritize, multitask, and meet deadlines.
Excellent organizational skills and attention to detail.
Excellent analytical and problem-solving skills.
Strong strategic planning skills, with an understanding of tactical implementation.
Research skills and ability to present data in a clear and persuasive manner.
Excellent verbal and written communication skills including effective public speaking and presentation skills.
Ability to routinely and independently exercise sound judgment in making decisions.
Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.
Excellent customer service and interpersonal skills.
Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, and staff.
Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
- All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Physical Requirements

Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.
Occasionally to frequently: ability to attend events and activities on or off campus.
Frequently: ability to interact and communicate with members of the University and others as necessary.

Working Conditions

Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
Work-related stress: sometimes there may be stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Work Standards

Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: "we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world." The University's Statement of Inclusion states in relevant part: "Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity."
- The full Mission Statement is at www.up.edu/about/mission.
- The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.
Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.

Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number
S134-2023

Number of Vacancies
1

Estimated Start Date

Open Date
05/03/2024

Close Date

Open Until Filled
No

Special Instructions Summary

2024-07-15

Program Specialist, Air Force ROTC, UNIVERSITY OF PORTLAND, Portland, OR

Program Specialist, Air Force ROTC

Job description