Utah State University

Staff Assistant - Military Science (Army ROTC)

City Logan Campus
Posted Date 1 month ago(10/23/2021 6:19 PM)
Requisition ID
# of Openings
Job Locations
Category (Portal Searching)
Position Type
Benefited Full-Time
Job Classification
Percent of Time or Hours per Week
40 hours per week
College of Humanities & Social Sci
Military Science
Advertised Salary
Commensurate with qualifications and experience, plus excellent benefits


Military Science (Army ROTC) is seeking applicants for a Staff Assistant. This position provides a variety of administrative support for the department.


  • Schedule university resources related to Army ROTC events
  • Provide administrative support to ROTC faculty and Cadets
  • Ensure information in course schedule and general catalog are correct and up-to-date
  • Processes key and Prox cards requests for new Cadre and Prox cards for newly contracted Cadets. Deactivate once they are no longer in the program. Manages and maintains department key control and reports annually to USU Key Office
  • Create and maintain spreadsheet with Cadet’s Contact information
  • Maintains, processes, and assists with all procurement of supplies, equipment, and other purchases and payments, using P-Card, EZ Buy or Sam’s Club Card
    • Receive receipt, sign, and file for Workflow input
    • Ensure Department Head approves all Workflow transactions
    • Balance monthly finance reports, request Department Head signature and file appropriately
    • Ensure all purchases are complete for end of year closeout
    • Organize, update, and maintain accurate department files, correspondence, records, and other documents
  • Complete off-campus tasks as requested in support of Department efforts
  • Greeting and directing guest to appropriate Cadre, classroom, or University department, answering phones, etc.
  • Photocopy, fax, and email as requested by Cadre/Cadets
  • Open Department mail and deliver to appropriate recipient
  • Keep display case in main hallway and office TV slides updated
  • Enter Cadet’s information into DoDMETS, program used to start their Military medical exams, for contracting requirement
  • Request from Registrar’s office, that the Military Science Minor is added to the Cadets USU account. Before Cadets Commission with the minor in Military Science, Staff Assistant uses Degree Works, to approve, once all required classes are completed
  • Create and maintain “Cadet Grade Tracker” to ensure each Cadet completes all requirements before Commissioning
  • Complete necessary overrides in Banner Admin/Application Navigator, for Cadets with conflicts, late class addition or prerequisites (if prior service)
  • After Commissioning, create and order Die Cut Name Plates for Lieutenants Wall in MS building
  • Maintain Cadre names for the USU Directory
  • Create and maintain Planned Academic Program Worksheet, (104R) for all Cadets, before contracting
  • Maintain department inventory, using Asset View Inventory program
  • Order Business cards for Cadre
  • Each semester, send memo to Doug Bullock at HR, to request reduced tuition benefits for Cadre
  • Order Interior Signage with Cadre name/rank, outside their office door
  • Complete Administration section in IDEA, Course Evaluation for Cadets
  • Periodically make deposits into department account
  • Periodically prepare form and tag items to be sent to Surplus
  • Access Banner for numerous reasons, looking up information about Cadets (grades, class schedule, holds, test scores, etc.) and for my personal information



Minimum Qualifications:


For Staff Assistant II

  • Two years of experience in an office setting; or an associate degree/vocational training; or an equivalent combination of education and experience is required.


For Staff Assistant III:

  • Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree; or an equivalent combination of education and experience is required.

**Minimum Qualifications updated 10-25-21**


Knowledge, Skills, and Abilities

  1. Skilled with computers and related software.
  2. Skilled with basic office equipment, including printers, copiers, and telephone systems.
  3. Good organizational skills.
  4. Strong verbal and written communication skills.
  5. Ability to handle sensitive and confidential business data and personal information.
  6. Ability to work without supervision.
  7. Knowledge of University policies and procedures.
  8. Excellent customer service skills.

Required Documents

Along with the online application, please attach:

  1. Resume/CV (to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”)
  2. Names and contact information of at least three references (requested in the online application)
  3. Cover Letter (to be typed/pasted at the end of your application)

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with qualifications and experience, plus excellent benefits


Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions.

University Highlights

Utah State University (USU) was founded in 1888 and is honored to be Utah’s land-grant and space-grant university. USU is a Carnegie RU/H (Research University/High Research Activity) institution with approximately 27,700 students (24,660 undergraduates and 3,040 graduate students) on the Logan main campus. Utah State’s statewide system features eight campuses and 23 education centers and serves all counties in the state with Extension programs. USU offers 114 undergraduate majors, 132 graduate programs, and a variety of innovative stackable associate and certificate credentials. Washington Monthly ranked USU 14th in their national university rankings in 2019 and the 5th best public national university in the nation in 2018. As one of the two premier research institutions in Utah, USU is proud to provide a high-quality education at an affordable price. Additional information about Utah State University can be found here.


A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.


The USU main campus is located in beautiful Logan, Utah; a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.


Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:


Executive Director of the Office of Equity Alison Adams-Perlac, alison.adams-perlac@usu.edu, Old Main Rm. 161, 435-797-1266

Title IX Coordinator Hilary Renshaw, titleix@usu.edu, Old Main Rm. 161, 435-797-1266.

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov


USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.


Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed