Assistant Plans & Programs Coordinator #24-074 Application Deadline: 1 November 2024
Department: Other
Employment Type: Full Time
Location: Annapolis
Compensation: $27.00 - $29.00 / hour
Description
The Assistant Plans and Programs Coordinator manages the administrative and logistical requirements for Summer Seminar, and provides support to STEM Programs and the Office of Admissions.
The Office of Admissions is a Cost Center at the U.S.
Naval Academy and the Dean of Admissions reports directly to the Superintendent (University President).
The USNA Office of Admissions is responsible for: the class selection of 1200 midshipmen from an average of over 16,000 applicants annually; marketing and outreach to potential applicants; coordination with Blue & Gold Officers; Science Technology Engineering and Math (STEM) programs; and competitive recruitment of high-potential students from national high schools, colleges, and the Naval Services.
Key Responsibilities
The Assistant Plans and Programs Coordinator will report to the Plans and Programs Coordinator to coordinate the USNA's Office of Admissions outreach programs.
•Incumbent will coordinate with the Plans and Programs Coordinator to maintain legal release forms for applicable programs to include media release, consent to treatment of a minor, yard patrol liability and zero tolerance behavioral forms.
•Coordinate with the NASS OIC and AOIC to provide real time status updates to the Plans and Programs Coordinator.
Status will consist of demographics, total applicant numbers, reports and presentations, and the collection of required forms.
•Responsible for the management of the bank online payment module to include oversight and daily transfer of information between systems, securing venue bookings for program execution, coordinating website updates and social media postings with the Digital Media Specialist, and coordinating with USNA faculty for required workshop materials.
•Provide customer service to program participants to include, but not limited to program email traffic, processing refunds, solving payment discrepancies and assisting with technical issues (applications, payments, scholarships, etc.).
•Support the administration of a need-based scholarship program, to include management of the application and screening process, and manage the scholarship portion of the budget.
•Coordinate with the STEM Coordinator to provide updated reports for sponsorship through the U.S.
Naval Academy Foundation and Alumni Association.
•Assist the Plans and Programs Coordinator and the Candidate Guidance Fund (CGF) Manager with day to day tracking and management of the NASS portion of the Non-Appropriated Funds (NAF) budget.
In addition to the day to day management, the incumbent will complete NAF paperwork in support of Admissions Outreach Programs and assist in the coordination of annual CGF account review conducted by Command Evaluation.
•Coordinate with lead sources to create appropriate contracts and/or orders for NASS, and complete appropriate NAF paperwork upon approval of budget allocation/criteria.
•Coordinate with NABSD Procurement and Accounting to create Purchase Orders, collect invoices, ensure payments to vendors, complete NASS Payroll disbursements and provide NASS deposit reports for Candidate Guidance Fund.
•Incumbent will be responsible for providing general support to the Admissions Staff, Plans and Programs Coordinator, STEM Coordinator, and Director of Strategic Outreach.
•Provide general program support by assisting in ordering participant clothing and gear to include pre-production approval, development of marketing materials.
•Occasional nights, weekends, and periodic travel will be required to ensure support and execution of Admissions programs.
•Other related duties as assigned.
Skills, Knowledge and Expertise
1.
Incumbent must have a two-year college degree or higher.
College Admissions experience is preferred.
2.
Extensive knowledge of and experience using Constituent Relationship Management (CRM) systems, Google Docs, Web Intelligence Business Objects, Ungerboeck/Momentus, Microsoft Office Suite, QuickBooks, and Salesforce.
3.
Ability to establish and maintain effective relationships working with internal and external customers, vendors and USNA stakeholders for successful execution of programs.
4.
Skill in written and oral communication sufficient to prepare and present findings and recommendations, carry out actions regarding controversial issues and implementing ideas and concepts.
5.
Knowledge of accounting processes, to include purchase orders, invoices and payments, budgeting and reporting.