Description:
The Department Assistant provides essential support by handling front desk operations, customer service, and administrative tasks within the department. This role focuses on assisting students, faculty, staff, and the general public through phone, email, and in-person interactions.
Responsibilities:
- Document Processing: Help the cadre sort, scan, digitize, and file sensitive paperwork, ensuring strict compliance with FERPA privacy standards.
- Inventory Control: Monitor, restock, and organize office supplies, recruiting materials, uniform patches, or departmental gear, refill the printers, empty the shredder
- Help update cadet photo and name board, help prepare awards for cadets every semester,
- Assist with planning and set up of seasonal office/department events and projects, and anything else that the cadre might need help with.
Qualifications:
Organizational Skills
- Exceptional ability to manage your schedule, learn and maintain physical and digital filing systems, and track tasks independently in order to accomplish assigned tasks and projects. (Refer unusual problems to supervisor.
- Communication: Strong verbal and written communication skills for interacting with students, faculty, and visitors.
- Dependability: Punctuality, reliability, and the ability to handle confidential information (such as student records or grades) with strict discretion.
Technical & Administrative Skills
- Software Proficiency: Familiarity with office software i.e.- Microsoft 365 or Google Workspace
- Office Equipment: Basic operational knowledge of school equipment like multi-line phone systems, copiers, scanners, and printers.
- Data Entry: Ability to input data accurately and maintain databases with minimal errors.
Personal Attributes
- Customer Service: A welcoming, professional, and respectful demeanor, especially when dealing with Staff and Visiting military personnel and leadership, fellow students, and campus staff.
- Adaptability: The capacity to thrive in a shifting environment and adjust quickly to shifting school priorities or interruptions.
- Time Management: The ability to balance administrative duties with your own academic responsibilities and be in office when scheduled.
Military & Professional Protocol
- Chain of Command: Basic understanding of, or willingness to learn, military customs, courtesies, rank structures, and communication protocols.
- Confidentiality: Absolute discretion and compliance with strict privacy standards, specifically FERPA (student records) and HIPAA (medical or veteran disability paperwork).
- Attention to Detail: Meticulous accuracy in tracking regulations, military service records, administrative orders, and university documentation.**