ROTC Administrative Assistant

Mount St. Mary's University • Emmitsburg, MD • 10h ago

The Administrative Assistant for the Military Science Department supports the Army ROTC program at Mount St. Mary's University (MSMU) in partnership with McDaniel College. This position serves as the primary liaison among MSMU administration, faculty, students, and Army ROTC cadre. The role provides comprehensive administrative, event, recruiting, and office management support to ensure efficient operations and a high-quality cadet experience. The Administrative Assistant is expected to work with minimal supervision while exercising initiative, judgement, and discretion. This position reports directly to the Professor of Military Science.

Essential Duties and Responsibilities

Liaison & Event Coordination

Serve as the primary liaison between MSMU, McDaniel College, Army ROTC, and the U.S. Army.

Assist the Professor of Military Science in planning, programming, and executing major events, including Homecoming, the Annual Military Ball, training labs, and classes.

Coordinate cadet-centered programs that foster leadership development, campus involvement, and Army engagement.

Provide prospective students with information on Army ROTC enrollment, courses, and scholarship opportunities.

Manage departmental budget and supply requirements; oversee accountability and serviceability of Army and MSMU equipment.

Represent the Military Science Department at official MSMU meetings.
Cadet Administrative Support

Act as the daily administrative contact for Army ROTC on campus, working closely with admissions, financial aid, and student affairs.

Prepare and process cadet documentation, including medical waivers, contracting packets, security clearances, and accession files.

Support enrollment/disenrollment actions and assist with waiver requests.

Attend weekly staff meetings at McDaniel College and participate in ceremonies, functions, and special events at both campuses.
Recruiting & Outreach

Support the Recruiting Officer with on-campus recruiting, advertising, and promotional campaigns.

Organize ROTC participation in Accepted Student Days, Orientation, and other university events.

Maintain recruiting materials and prepare flyers, displays, and communications.

Coordinate and market the Cadet/Student Mentoring Program.

Assist in interviewing and evaluating prospective cadets and identifying scholarship recipients.

Communicate with prospective students via phone, email, and in-person meetings.

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Office & Program Management

Serve as primary editor for Army ROTC pages on the MSMU website; enhance content and engagement strategies.

Collaborate with Student Affairs to support the creation of a Military Science minor.

Oversee maintenance of facilities, scheduling, and routine clerical tasks.

Support alumni engagement and serve on university committees when requested.

Marginal Functions

Assist cadre with military instruction and field studies (e.g., Gettysburg and Antietam battlefields).

Serve as assistant instructor for the Military History course.

Attend required Cadet Command training at Fort Knox, KY (one week).

Perform additional tasks as needed to support program success.

Job Requirements: Education, Experience and Skills:

Bachelor's degree preferred.

4--5 years of administrative or related experience.

Strong organizational, interpersonal, and communication skills.

Proficiency in Microsoft Office (Word, Excel, PowerPoint, Access) and other administrative tools.

Ability to manage multiple projects simultaneously and work independently with minimal supervision.

Comfort working with diverse stakeholders, including students, faculty, alumni, administrators, and Army personnel.

Preferred

Familiarity with Cadet Command regulations, Army correspondence (AR 25-50), and property accountability requirements.

Understanding of Army protocol, rank structure, and safety policies.

Salary/Benefits

Minimum Pay Rate: $15.00-$17.00/hour

(compensation depending on experience, education, and qualifications)

Employee Benefits:

This is a full-time position with full benefits and annual, holiday and sick leave. The university offers a generous benefits package, including tuition remission for graduate and undergraduate classes at Mount St. Mary's University, retirement program with a match as well as a generous paid time off schedule. For a complete list of employee benefits please visit: https://inside.msmary.edu/more/human-resources/index.html

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