Clarification from the agency

Current Department of War employees and military spouses with hiring eligibility under the provisions of 5 CFR 315.612

Major Duties:

Serves as an academic specialist for the William J Center for Hemispheric Defense Studies. The primary focus of the incumbent is to serve as the Registrar for the Center. The Registrar evaluates policies and legislation that may affect the Center's recruitment and admissions program. Develops, designs, and executes an innovative recruitment program and strategy with annual goals to increase student throughput that significantly impacts the Center's ability to fulfill its mission. Employs analytical and evaluative methodologies to determine future recruitment needs and facilitate recruitment programs. Provides data and strategy input in the area of participant recruitment and admissions for the Center's Strategic Plan. Coordinates the nomination and admissions process with mid- to senior- level personnel at the Department of State, OSW, Joint Staff, SOUTHCOM, NORTHCOM, international and sub-regional organizations, as well as US Embassy officials in the respective countries. Performs all duties and responsibilities relating to the processing of applications and nominations, including creating applicant packages for review and decision, notifying and updating all applicants on their status throughout the admissions process, and regularly communicating with selectees prior to their arrival to the course. Also provides explanations to inquiries on nomination and admissions procedures, and subsequent acceptance or rejection of participants to all Center programs. Recommends waivers of qualification criteria as warranted.

Incumbent oversees the preparation of statistics and reports on participants and applicant characteristics, course enrollment, grades (when applicable), student attrition, and other admissions- related subjects as required by DSCA, OSW, SOUTHCOM, NORTHCOM and Congress. Prepares and analyzes demographic statistics, identifies trends, and makes appropriate recommendations to the Director and staff. Incumbent is responsible for database input and updating of existing data to ensure completeness, the creation of events and billets on multiple DoW data platforms, as well as the maintenance, safeguarding, release, and utilization of official participant records and data. Monitors program funding relating to selection of participants in academic seminars, symposia, and other programs. Additionally, maintains contact with all US Embassies in the Western Hemisphere, various international, government and non-governmental agencies for selection/admissions policy reviews and solicitation of participant nominations. Announces upcoming academic programs and distributes invitations and appropriate information to US embassies and other essential organizations, including participant qualification requirements and associated suspense dates. Maintains and tracks all participant responses, providing regular status updates to the Chief of Operations and Student Affairs (COSA) and Perry Center Leadership Team. Provides technical guidance to colleagues as need and performs spot checks to ensure accuracy of participant information. Also coordinates with various academic and other officials outside the Perry Center to provide support as necessary to coordinate travel arrangements for all participants.

Incumbent ensures the integrity of input/output of participant information and reports in the Regional Center Persons/Activity Management System (RCPAMS) database or any successor data system, prior to each academic program. Assists in the compilation of the yearly Foreign Military Training Report (FMTR) or successor reports. Compiles and distributes the draft participant lists. Contributes to the composition of seminar discussion groups and helps to reconfigure groups based on real-time arrival information. Assists with participant arrivals, registration, and departures after the completion programs. Assists with protocol functions and responsibilities pertaining to VIP visits as required.

Incumbent represents the Perry Center at meetings of professional organizations, conferences concerned with admissions, registrar functions, and other activities within this sphere or responsibility. Prepares and conducts briefings for and provides information to visiting educators, higher headquarters staff members, and members of U.S. government to include members of U.S. embassy country teams regarding Perry Center admission policies, procedures, and course information.

Conditions of employment

• Must be a U.S. Citizen
• Males born after 12-31-59 must be registered or be exempt from Selective Service (see http://www.ssa.gov/)
• Direct Deposit: All federal employees are required to have direct deposit
• The position is governed by 10 USC 1595 and NDUI 1416.0l dated March 2017.
• Must be able and willing to travel both domestically and internationally. Travel is seldom required. Less than 15 % of the time.
• The incumbent must be able to successfully obtain and maintain a Secret clearance.
• This is a Title 10 Excepted Service Appointment. Appointment is not to exceed 3 years with the possibility for extension.
• Fluency in English and Spanish is required.

Qualifications

Required Qualifications:

1. A minimum of 4 years' support experience in performing administrative functions in an academic or professional setting.
2. Experience using Microsoft Office Suite Programs such as Outlook, Word, Excel, PowerPoint, Access and other applicable software systems for academic support duties.
3. Spanish language proficiency is required. Incumbent can expect to conduct approximately 75% of written communication and 50% of oral communication in Spanish and must possess a professional level of speaking, reading and writing proficiency in Spanish.

Desired Qualifications:

1. Experience in operating and maintaining academic data systems.
2. Knowledge of the Western Hemisphere region and international security policy.
3. Portuguese language proficiency.

Volunteer Experience: Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional, philanthropic, religious, spiritual, community, student, social). Volunteer work helps build critical competencies, knowledge, and skills, and can provide valuable training and experience that translates to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

A screening panel will review your resume and narrative answers to the assessment questions to evaluate your qualifications for the position. NDU uses a multi-tier selection process for academic positions.

The following questions will be reviewed by the NDU screening panel https://apply.usastaffing.gov/ViewQuestionnaire/12863194.

The Assessment Questionnaire collects information on your education, training and experience related to the following critical competencies:

Criminal History Inquiries- If you apply to this position and are selected, we will not ask about your criminal history before you receive a conditional job offer. If you believe you were asked about your criminal history improperly, contact the agency @ dfas.indianapolis-in.zh.mbx.ssc-cc@mail.mil

You must provide a complete Application Package which includes:

1. Resume: A two-page maximum resume is required. Applicant guidance on the two page resume requirement may be found at: Learn more about the new resume requirements.
2. Complete initial Eligibility Questionnaire: Your resume must demonstrate the quality of your work as it relates to the experience requirements outlined in the job announcement.
3. Other Supporting Documents - Refer to the eligibilities section for documents to submit.

NOTE: Transcripts are not required at time of application submission. Your resume and narrative answers to the hiring criteria will be reviewed by the NDU screening panel to evaluate your qualifications for the position. If selected for an interview, official transcripts will be requested at that time to verify educational requirements are met.

Eligibilities Information: The following supporting documents are REQUIRED to verify your individual eligibility status. Not all will apply for each applicant. They MUST be received by the closing date of the announcement.

1. SF-50: Current and former federal employees, including those currently working for the agency, must submit their SF-50 (Notification of Personnel Action) reflecting their highest grade held on a permanent basis for at least 52 weeks, tenure, and appointment type. Failure to provide this document may result in disqualification.
2. If you claim Veteran's Preference:- You must submit a copy of your DD Form-214, Certificate of Release or Discharge from Active Duty", showing the dates of active duty service, type of discharge and the character of service. Alternatively, If you are a current military member in active duty service and do not have a copy of your DD Form-214, you must submit a written documentation (certification) from your branch of service certifying that you are expected to be discharged or released from active duty under honorable conditions no later than 120 days after the date the certification is submitted with your application for this position. The certification should also include your rank, dates of active duty service and what they condition of discharge is thought to be.- If claiming 10-point preference and/or are a 30% or more Disabled Veteran, you must submit both a DD Form-214 or expected discharge documentation as described above AND a copy of a letter from the Department of Veterans Affairs (VA) or your branch of service certifying the presence of service-connected disability and indicating the percentage of disability- If you are claiming eligibility based on 10-point derived veterans' preference (i.e. a spouse, widow/widower, or parent of a veteran claiming veterans' preference when the veteran is unable to use it), you must also submit a Standard Form 15 (SF-15) "Application for 10-Point Veteran's Preference" and any required documents indicated on the SF-15 to substantiate the claimed preference.
3. Other documents identified in the announcement.

WARNING: Failure to submit a complete application package including any required documentation by the closing date of the announcement at 11:59 EST, or at the time of application for announcements with an extended closing date, may result in an ineligible rating and loss of consideration. To verify that your application is complete, log into your USAJOBS account, select Application Status and More Information. The Details page will display the status of your application.

It is the applicant's responsibility to verify that information entered or uploaded is received, legible and accurate. HR will not modify answers submitted by an applicant.

Next steps