| Organizational Unit Overview |
The Division of Student Affairs comprises over 30 departments, each responsible for providing various student support, services, and educational programs accessible to the university community. With over 300 full-time employees and over 1200 student workers, the Division supports Pirate success through environments that enhance student development, engagement, belonging, well-being, and career readiness. The Division strives to be a national leader in developing student experiences that positively transform lives and communities through work that makes students the focal point of our services, policies, and programming; creates a community where all feel safe, included, and welcomed; treats each other with dignity and civility, and recognizes every individual has rights, ideas, and beliefs; maintains open and honest interactions, and delivers high-quality programming, services, and resources through continuous reflection and improvement. |
| Job Duties |
The primary purpose of this position is to provide administrative support to the Director of the Student Health Service; manage administrative responsibilities, including leave and timekeeping, travel, procurement, records retention, and other tasks; and serve as a liaison between staff and management.
This position also provides information to patients, students, faculty, and staff from other university offices, other universities, outlying medical community, and the general public. This position is responsible for the maintenance of the Student Health Center building and management of building key issuance to the center. Personnel policies and procedures related to leave time (annual, sick, disability, worker's compensation, shared leave, etc.) are administered by this position. This position is responsible for all matters related to personnel and travel on behalf of the department.
Files:
This position is responsible for the management and retention of records as required for accreditation by
AAAHC. This position will also coordinate with
AAAHC to respond to inquiries or audits of records for staff. This includes departmental personnel records that show Student Health Services is compliant with
AAAHC policies ADM120.10-ADM120.50. These policies require affirmation that each record includes employment related items as required by the organization' personnel policies and evidence that personnel policies were made known to each employee at the time of employment. This additionally includes compliance with
AAAHC policy
ADM.160.10-
ADM.160.30 which includes records that every new hire has been provided appropriate orientation and training that addresses the organization's key programs, policies, and procedures designed to ensure a safe environment. Records must indicate that this orientation and training was completed within 30 days of employment, confirmation that annual training is completed, and training is provided when there is an identified need.
Travel:
This position is responsible for overseeing, coordinating, preparing and processing all documents related to travel by all Student Health employees, prospective candidates and other constituents traveling on Student Health Service business. These forms include travel petition, airline ticket purchase authorization, direct payment requests and reimbursement for travel. This position examines information, calculates, researches, and completes forms by using state guidelines and East Carolina University Travel Policies and Procedures. This position is the resource for travel questions and must keep up to date on policy and guidelines changes that occur. This position ensures that travel information is accurate an submitted-on time, in the proper format and according to set guidelines. In performing the above duties, the position utilizes the university systems to check vendor numbers and other important information.
Leave Clerk:
This position is responsible for serving as SuperAdmin for the entire Student Health Services department, both
SHRA and
EPS, for a total of approximately 60-70 employees. This position must remain up to date in regard to university policy and ensures that each university policy is properly enforced, verifies that all the records are completed and signed by the proper staff and supervisors, and leads efforts to resolve discrepancies each payroll cycle. This position is responsible for working closely with each section supervisor to ensure proper utilization of leave for each employee by anticipating needs and advising of current policies. This position also works closely with each employee one on one, when needed, to help understand and utilize the leave keeping system correctly. It is this position's responsibility to educate supervisors and employees on the proper use of, the differences, and the consequences of use, and proper way to process each type of leave.
Purchasing and Payables:
This position will coordinate with colleagues and vendors as needed to provide support for departmental purchasing processes and submissions of payables, using systems such as
PORT and Emburse Enterprise (formerly Chrome River).
Other Duties:
Committees
This position may be asked to serve on committees both within the department as well as throughout the division. This position is expected to be an active participant and to meet all expectations found with the committee membership.
Public Contact
This position is most responsible for the management of the Administrative Unit of the
SHS. This position acts as the liaison between the Student Health Center and the staff of the Vice Chancellor for Student Affairs, Dean of Students, Facilities Services, Central Warehouse, Materials Management, Department of People Operations, Success, & Opportunity, and many other departments located within the University. This position is often called upon to benchmark with other universities for information pertinent to projects and programs. This position serves as the main back up in the absence of the Director to handle administrative situations. Student Health Service staff turns to this position for guidance and trouble shooting. This position acts as a buffer for the Director from unnecessary situations. This position listens to and acts upon complaints, misunderstandings and problems experienced by students, parents and staff and seeks an amicable end for all parties concerned rather than forwarding all of these matters directly to the Director. This position anticipates and resolves problems independent of the Director. This position often handles delicate and highly confidential matters and information.
Composition
The position is called upon to manage the composition of memos, flyers, and letters by personally composing or by proper delegation. This position must document, in an accurate and concise manner, all contacts with or concerning patients. This is recorded in the patients' clinical charts each time phone calls or visits are made as well as charting correspondence and tracking of paperwork completed on each patient. These entries must be clear, concise, accurate, and complete when recording time, date, and scope of each encounter. This position is responsible for tactful, yet assertive, exchanges with fellow staff, staff and faculty throughout the University Community, students, family members, as well as the business community in order to have matters completed in a timely and concise manner to enforce certain university policies.
Supervision
This position is responsible for supervising student employees. This position is responsible for informing the student of work responsibilities and guiding in the prioritization of daily duties. This position educates the student employee on
ECU employment requirements, informs, explains, and enforces
SHS policy and procedure guidelines, and confidentiality rules. It is the responsibility of this position to address any problems or concerns that may arise and to lend guidance to the student in finding ways to correct the situation as well as follow up to ensure that the matter has been corrected sufficiently. This position also determines scheduled work times and authorizes time off for student employees in the administration area.
Mail
The incoming mail for the
SHS is received and distributed by the medical records clerk. This position is responsible for or for the delegation of retrieving mail for the administration section, opening it, date stamping it, determining if it should be forwarded, and giving it to the proper personnel. This position is also responsible for the mailing of miscellaneous correspondence from the administration section. This position is expected to respond properly to mail directed to him/her. This position is also responsible for all fax transmissions, both received and sent, for the administration section. Often times this information is of a confidential nature.
Special Projects
This position is often times charged with the completion of special projects. This position is instructed with the nature, scope, and expected outcome and then is charged to see it through to completion independently or with the help of other staff members to be recruited by this position as deemed necessary. Such projects include large-scale moves, reconfiguration of workplaces, procurement of special supplies, equipment, furniture, and other needs, organization of special events and meetings, as well as other miscellaneous items.
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East Carolina University
$34,602 - $56,422
Mar 02, 2026