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Program Coordinator (ROTC)

Apply now Job no: 514436
Position type: Staff Full Time
Campus: UMass Lowell
Department: Rotc
Salary: Salary commensurate with experience and grade/range
Applications Open:
Applications Close:

General Summary of Position:

The position reports to the Department Chair (i.e. Air Force ROTC Commander) and serves as the only university employee supporting five military members hired as university faculty and staff. 

The Department of Aerospace Studies is established in accordance with the “Application and Agreement for the Establishment of a Senior Air Force Reserve Officers’ Training Corps Unit” contract among UMass-Lowell and Air Force leaders.  “Secretarial” support is provisioned per paragraph 2g of that contract.

The department administers the Air Force ROTC program which prepares students for appointment as commissioned officers upon successful graduation and completion of Air Force ROTC program requirements.  The department supports students attending Northeast Consortium of Colleges and Universities in Massachusetts (NECCUM) as well as students attending Southern New Hampshire University.

Students participating in the Air Force ROTC program undergo a four-year education, training, and evaluation program designed to develop leaders of character for tomorrow’s Air Force and Space Force.  Students participate in two Air Force ROTC classes per semester:  Aerospace Studies and Leadership Laboratory.

Essential Job Duties:

1.  Medical Clearance Coordinator:

  • Administers the Department of Defense Medical Exam Testing System (DoDMETS) to assist students in scheduling and completing their physical and optometry exams
  • Works with the DoD contractor, Concorde to establish and create student accounts.  Tracks student progress to ensure appointments are met or rescheduled
  • Leads department communication and reporting on students’ completion of DoD Medical Evaluation Requirements Board (DoDMERB) certification
  • Tracks DoDMERB currency of all students throughout their four-year training program to ensure eligibility requirements for military service, scholarships, etc.
  • Works closely with students to address requests for additional medical information. Provides guidance and advises Cadre on individual student issues.
  • Prepares, submits requests for extension to include supporting documentation.
  • Assists students with regaining DoDMERB certification through medical re-checks and remedial paperwork
  • Works with headquarters to schedule Flying Class I/II/III medical examinations for students seeking critical professions in aviation, nuclear, space, and battlefield operations. Works with student operations to secure medical reports on student eligibility for applicable career fields.

2.  Records Manager:

  • Creates and maintains accuracy of about 50 student records to avert erroneous or fraudulent enlistments and commissioning with Secretary of the Air Force-level ramifications
  • Scrutinizes each student record comprising of 100+ documents for discrepancies to ensure critical information is available and current (e.g. enrollment, medical, citizenship, criminal /drug use history, counseling, W-4s, direct deposit, etc.)
  • Uploads select student records into Air Force personnel databases:  student photos, medical results, GPAs, test results for the Air Force Officer Qualification Test (AFOQT), Test of Basic Aviation Skills (TBAS), and Physical Fitness Assessment (PFA), etc.
  • Prepares time-sensitive commissioning packages for department chair signature and delivers packages to graduating students, Air Force Personnel Center (AFPC), and the Air Force Institute of Technology (AFIT)
  • Manages form completion and data entry for multiple PFAs per semester for each student recording over 2,500 data points
  • Requests student transcripts each semester, works with students on financial holds/incomplete grades and evaluates for duplicate courses. Submits official records to AFIT. Files, and updates student records in Detachment and AFIT. Verify student meets minimum GPA requirements for commissioning.
  • Oversees and manages organization records from creation and preservation through to disposal. Continually maintains, verifies and evaluates existing systems for efficiency and effectiveness.

3.  Self-Assessment Program Coordinator:

  • Co-leads department’s internal inspection system to retain national accreditation
  • Provides advisory services to staff members concerning the audit process and program. Focuses on mission readiness through continuous improvement.
  • Assists continuous tracking, reporting, and compliance status of 190 inspection items across seven major areas
  • Ensures weekly audit is conducted and documented resulting in 100% of items reviewed semi-annually.  Prepares semi-annual reports for commanders’ approval/submission.
  • Reports department compliance with established directives and ability to execute assigned mission, leadership effectiveness, management performance, and aspects of unit culture and command climate to region and national leaders
  • Tracks and manages discrepancies utilizing approved tracking methods, reports to headquarters; follows through until resolved.
  • Maintains honest and open communication to ensure program success.

4. Automated Review Management System (ARMS) Messages/Policy:

  • Monitors Microsoft Teams daily for new ARMS messages: assesses purpose/applicability, summarizes important details, distributes announcements/messages to team as applicable.
  • Announces cadet/student opportunities (Professional Development Training, Master’s degree opportunities, delays, etc.) and notifies of selection results
  • Assesses policy guidance and messaging for changes and provides to team; obtains clarification and answers questions as needed
  • Tracks/monitors policy effective and expiration dates; removes when no longer required.

5.  Office Management:

  • Manages the university procurement card
    • Maintains invoices, receipts and monthly transaction logs
    • Ensures authorized spending in accordance with policies
    • Prepares purchase orders as required
    • Utilizes SUMMIT and BUYWAYS applications to track, execute and manage funds and purchases
  • Maintains office supply inventories and ordering supplies as needed.
  • Coordinates with facility & IT staffs for maintenance, repair, upgrades, etc.
  • Tracks and manages execution of payroll and uniform/gift budgets of $27,000
  • Provides monthly expenditure status and execution forecast for balance of fiscal year on a monthly basis.

6. Enrollment:

  • Builds records for inbound students for fall/winter terms and out-of-cycle applicants; ensures students are enrolled and participating
  • Assists students with completing Air Force enrollment paperwork; secures waivers as required
  • Verifies documents for legitimacy and authenticity

7. Cadet Advisory Council (CAC) Liaison:

  • Maintains communications and positive relations with private organizations; Air Force, University, Air Force Association, etc.
  • Monitors private organization activities as related to the CAC
  • Provides advice and suggestions to the council but does not play a management role except as required by the University
  • Represents Air Force interests to leadership of private organizations
  • Confirm students are eligible to participate in the program; i.e. are a full-time student, meet initial medical qualifications, etc. 

8.  Testing Coordinator:

  • Works closely with the Test Control Officer (TCO) to schedule applicable students for the AFOQT, collects test results and ensures student records and databases are updated
  • Works closely with Hanscom Air Force Base (AFB) to schedule select students for TBAS and Defense Language Proficiency Tests (DLPT), collects test results and ensures student records and databases are updated
  • Tracks and draws down Pilot Candidate Selection Method (PCSM) scores for pilot applicants; updates scores in database
  • Notifies leadership in cases where students fail to pass the AFOQT. Reschedules student after requisite rest period.
  • Prepares and processes waiver requests for eligible students

9.  High School Scholarship Program (HSSP) Coordinator:

  • Schedules, tracks, processes ~30 HSSP candidate interviews each year
  • Schedules candidate interviews, prepares interview materials, in-processes candidates upon arrival (height/weight measurements), ensures interview results are posted in the Air Force ROTC database
  • Ensure deadlines are met for each phase of the process; presents updates at staff meeting

10.  Provide administrative support to the department:

  • Greets students and visitors in person, by phone email or mail
  • Reports compliance discrepancies during weekly staff meetings and assists faculty, staff and students with resolution
  • Assists students in completing required paperwork for enrollment, retention, etc.
  • Resolves student inquiries or directs to proper faculty and staff for resolution
  • Collects student demographic and performance data each semester to report department performance against university report card measures to include Honor’s College and Living & Learning Centers (LLC) enrollment, SAT/ACT scores, GPAs, etc.
  • Creates correspondence for faculty and staff
  • Types and prepare reports and other materials as requested
  • Facilitates events involving internal and external partners to include invitations, scheduling, printing, reservations (meeting room, academic space, parking), etc.

11. Registration:

  • Maintains and updates Air Force and Army Student Group in SiS
  • Works closely with Army Liaison and UML Registrar’s Office
  • Retains accurate student group listing to facilitate early enrollment appointments
  • Ensure consistency with Cadet Wing Roster

Promote the University’s commitment to customer service by:

    • Build effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed.
    • Ensuring optimum service to all internal and external partners in response to all requests for service and information.
    • Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles.

Other Job Duties:

  • Performs other related duties as assigned.
  • Provides business continuity of operations to the military members in the department that rotate every two to three years.
  • Exercises discretion and maintains confidentiality in carrying out responsibilities.

Minimum Qualifications (Required):

  • HS diploma or G.E.D./equivalent plus 3-5 years experience
  • Demonstrated experience with computer software including word processing, spreadsheets, database systems, MS teams

Additional Considerations:

  • Experience with Financial and Contracting tools desirable.
  • Proven ability to consistently meet daily, weekly, and monthly deadlines
  • Demonstrated ability to write well and spell accurately

Special Instructions to Applicants:

Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period. 

This is a SEIU 888 Professional Union position, Grade P15.

Initial review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications are received.  

Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process. 

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