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Boston University SENIOR ADMINISTRATIVE SECRETARY,Division of Military Education in BOSTON, Massachusetts

Assist the Department of Naval Science/Navy ROTC in executing its mission and tasks. Provide administrative support, overseeing and implementing administrative functions, performing clerical duties and exercising a high level of discretion, confidentiality and sound judgment. Coordinate annual ceremonies and events, working with joint services and external entities as required. Prepare in/out processing of staff members, set up university identification cards and emails, coordinate midshipmen travel, and perform other administrative actions. Assist in preparation of personnel file maintenance and other data inputs as needed. Fiscally responsible for maintenance of departmental budget involving expenditure and reconciliation.

Duties and Responsibilities:

  • Makes recommendations and advises the Department Head/unit staff on University policies and procedures relating to Naval ROTC operations.

  • Serves as the principal liaison assisting with onboarding new NROTC staff members at BU. Ensures ID cards, gym memberships, parking passes, email addresses, etc. are set up to support incoming staff.

  • Promotes social media outreach as the unit’s website administrator. Uploads photos and controls access to the BU NROTC page and Consortium Facebook page.

  • Hires and supervises tutor resources to assist midshipmen with academic studies.

  • Organizes office space and supplies. Operates the office engraving machine to create plaques/nametags for labeling photos and spaces.

  • Liaises with BU’s Registrar Office and other offices to fully support annual academic processes and NROTC class scheduling. Serves as the principal NROTC point of contact for grade submission, transcript requests, and cross-town registration. Inputs course catalogue class descriptions and obtains access to support facilities. Schedules required classrooms, lecture halls, fitness facilities, and the pool to carry out Navy and joint requirements.

  • Manages the BU Navy ROTC budget. Authorizes the purchase of materials to include supplies, new equipment, and catering. Delivers expense reporting for event fees, flights, and registration fees. Liaises with the MIT administrative assistant to determine fair share cost reimbursements between the two schools for Consortium events.

  • Manages the NROTC ship store. Ensures unit polos, t-shirts, coins, and patches are stocked for individual purchase. Manages the financial accounting associated with ship store operations.

  • Coordinates the scheduling, set up, and funding of NROTC events to include: freshman orientation, Navy/USMC birthday ball, Pass-In-Review, Curtis Cup/Sheehan Cup, Veterans Day ceremony, pistol range, service assignment celebrations, dining ins, battalion BBQs, and changes of command. Works with external vendors and venue managers to develop itineraries that fulfill ROTC requirements while staying within budget guidelines.

  • Lead coordinator for annual BU Commissioning Ceremony. Schedules, plans, and executes all event preparations on the USS Constitution and Constitution Museum. Hires catering service, creates invitations and programs, coordinates photography and flower delivery, etc. to ensure the highest standards for the prestigious event.

  • Coordinates the purchase of officer swords for the BU Senior Awards ceremony.

  • Supports midshipmen planning of club events and leadership conference attendance.

  • Creates an annual yearbook to increase battalion camaraderie and morale.

  • Serves as the university liaison to request and manage building repairs.

Required Skills

  • Candidates should ideally have experience in a Secretarial or Administrative role

  • An Associates or Bachelor’s degree would be ideal, but not required

  • Experience supporting multiple executives in a C- Suite environment is helpful

    Please note all newly hired staff and faculty will need to be in compliance with Boston University’s COVID-19 Vaccination and Booster Requirement (https://www.bu.edu/hr/hr-covid-19-resources/vaccine-required-for-faculty-and-staff/) within 30 days of date of hire. You must upload your vaccine documentation or request a medical or religious exemption ( instructions (https://www.bu.edu/hr/hr-covid-19-resources/upload-your-covid-vaccination-documentation/) ). For further information on the University’s response to COVID-19, please visit the COVID-19 Resources (https://www.bu.edu/buohc/covid-19/) site.

    We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.

Required Experience

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