Posting Details
Position Number005263Position TitleProgram Assistant - 005263DivisionExec VPDepartment210250 - Office of Military ServicesMinimum Qualifications
High school 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.
Preferred QualificationsJob Description Summary
The University of South Alabama’s Office of Military Services is seeking to hire a Program Assistant. Interested candidates should apply to be considered.
Essential Functions
These are the job duties required of the position.
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 USA and 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 USA and 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.
- Travels to conferences in order to expand and maintain current knowledge base.
- Obtains and retains clearance and authorization by the Veterans Administration annually in order to remain an active School Certifying Official (SCO) as is required for accessing the Enrollment Manager System and for hiring VA work study employees.
- Attends required USA trainings.
- Resolves routine administrative problems.
- Handles confidential material with discretion.
- Creates, maintains, and updates files, databases, records, and reports.
- Serves as the building representative for the office.
- Assists with event planning for the office and sponsored student organization, the student Veterans Association.
- Assists with the management and programming of “Veterans Week”, “Memorial Day”, and “Purple Patriots” as well as all “Jaguar Boot Camp” sessions for faculty and staff.
- Manages, forecasts, and maintains the budget for all programs and events.
- Assists with the collection of all assessment data for all programs, events, and services provided by the office.
- Serves as the budget coordinator for all income and expense budgets for departmental accounts.
- Receives income for event registration, Paver Fund, and Scholarship Fund.
- Verifies and accounts for sensitive items including keys, and keeps a monthly inventory of equipment assigned to the department.
- Maintains all expense reports/ledgers for the department.
- Maintains paperwork for equipment purchases and disposal as needed.
- Makes travel arrangements and processes travel requests.
- Ability to work weekends and evenings during peak processing times.
- Regular and prompt attendance.
- Ability to work schedule as defined and overtime hours as required.
- Related duties as required.
Number of Vacancies1Position End Date (if temporary)Job Open Date06/28/2025Job Close DateOpen Until FilledYesSpecial Instructions to ApplicantsWorking DaysMonday - FridayWorking Hours8:00 a.m. - 5:00 p.m.Job LocationMain CampusFull-time or Part-TimeFull TimeRegular or TemporaryRegular
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Are you at least 18 years of age?
- * Do you have a legal right to work in the United States?
- * The University of South Alabama typically does not sponsor individuals for staff positions. Will you now or in the future require sponsorship for employment visa status?
- * What is the highest level of education you have completed?
- Less than High School
- High School Diploma or equivalent
- Associates Degree
- Bachelors Degree (or will obtain within 6 months)
- Masters Degree (or will obtain within 6 months)
- Terminal Degree (or will obtain within 6 months)
- * How many years of related experience do you have?
- Less than 1 year
- Between 1 - 3 years
- Between 3 - 5 years
- Between 5 - 7 years
- More than 7 years
- * How did you hear about this position?
- USA website
- LinkedIn
- Zip Recruiter
- Indeed
- HigherEd Jobs
- Alabama Career Center / Alabama Works
- Facebook
- Word of mouth
- Other
Applicant Documents
Required Documents
Optional Documents- Resume
- Cover Letter
The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.
EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.
Annual Security and Fire Safety ReportThe University of South Alabama publishes certain crime statistics for the most recent three-year period as required by the Jeanne Clery Act. The Annual Security and Fire Safety Report is required by federal law and contains policy statements and crime statistics for the school. The report, along with additional information, is available online at:
http://www.southalabama.edu/departments/police/resources/fireandsafetyreport.pdf. You may also request a paper copy from the University Police office located at 290 Stadium Blvd, Beta Gamma Commons Building, Mobile, AL 36688.
Equal employment opportunity, including veterans and individuals with disabilities.
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