Administrative Support Associate - Advanced

The mission of the College of Education is to prepare and develop professionals in vocational teacher education and information/office education through effective teaching, the dissemination of knowledge, generation and application of research, and service to the educational business communities. The College is committed to the purpose of preparing educational and business professionals who are both academically and technically proficient. The teacher education programs share the additional purposes of preparing professional educators who are reflective in practice, committed to the intellectual empowerment of others, and guided by the larger democratic purposes of American education.

This position serves as the primary contact for faculty, staff, and students in support of Departmental Chairs in the College of Education. The position handles department budget, travel, scheduling (registration/courses), purchasing, and coordination of department meetings. Also serves as the department liaison with COE personnel office.

Budgeting (10%): This position is responsible for administering the budget, which should include making recommendations regarding the use of funds. There are numerous expenditure streams, and managing all of them in a fiscally responsible manner requires effective administration from this position. This position will also manage, reconcile, track, and review departmental budgets, including State operating budget, Foundation, and Special Fund accounts via SSB, INB, and ecuBIC; provide spending patterns and projected expenses to the Chairs upon request; assist with setting priorities for spending categories of budget; track faculty travel and expenditures; manage and reconcile ProCard and Port expenditures and monthly billing statements; order supplies, materials, and equipment for faculty using ProCard and Port; and manage monthly reports as required based on faculty requests and departmental priorities and needs.

Communication (20%) - Written and Verbal: Responsible for composing numerous letters and reports that require research. Interprets and presents information and data to department Chairs, Program Coordinators and Faculty. Responds to numerous inquiries given the variety of programs in the College. These may require interpretation of distinct policies and procedures.

Office Technology (10%): Uses various software to meet the unique work needs of our department, as well as serves as a resource for our Program Coordinators and faculty on a variety of subjects related to software and technology.

Problem Solving (10%): This position independently resolves and/or develops recommendations for issues that arise.

Information/Records Administration (15%): This position is responsible for independently researching, collecting, compiling, and maintaining information affecting organizational goals and objectives and administrator's decision-making needs including SACS records, personnel records, annual review materials, tenure and promotion materials, hiring records, and departmental meeting records. Furthermore, this position utilizes and manipulates data for management reports from various sources, including for accreditation reports.

Knowledge (15%) - Program: Given that this department has three distinct programs, it is critical that this position can supply knowledge of program procedures that impact operations. This position will apply knowledge of three distinct programs and communicate information to meet the needs of numerous faculty members and clients. The position will serve as the first contact for clients and responsible for sharing complex information, as well as working with confidential information for each of our programs.

Work Coordination (20%): This position provides support for search, personnel, tenure and promotion committees; provides hiring paperwork compensation forms and payroll information for full and part-time faculty each semester including grant and special assignments; manages course syllabi and schedules of faculty office hours, and creates/modifies courses in Banner each semester; ensures completion and processing of all hiring paperwork and maintains spreadsheets of personnel data in collaboration with the Dean's Office and University offices for all tenure-track, probationary, and fixed-term full and part-time faculty, graduate assistants, and Federal Work Study ( FWS) and self-help students; provides support for Chairs and Personnel Committees with gathering and assembling documents for new applicants and current faculty for tenure and promotion review; initiates hiring proposals, EPAFs for FWS and self-help students; approves Kronos time cards for FWS and self-help students; ensures proper completion of separation procedures, including interview forms, request of new position memo/criticality, and other items and equipment issued by the university, as well as aid in the continuation of program accreditations. This position also prepares all travel documentation and arrangements for chairs and faculty; assists with hiring part time instructors and supervisors; orders supplies and maintains inventory; and assists in SACS credentialing. Answers questions related to the multiple programs offered in the College; creates reports utilizing databases (i.e. ecuBIC and Banner); assists with preparation of faculty annual evaluations, budgets, and various reports; and maintains extensive departmental records. This position also coordinates and directs the office support activities, and supervises Graduate Assistants and student employees. (i.e., schedules, workloads, etc.).

All other duties as assigned.

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

None

Administrative support experience in a university setting is preferred. Experience with Banner, ODS, and Port a plus. Ability to work with others in a team setting is preferred.

None

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act ( ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.