Administrative Support Associate - Journey

Job Title Administrative Support Associate- Journey Position Number 933029 Vacancy Open to All Candidates Time-Limited No Department Homepage https://cet.ecu.edu/ Advertising Department COLLEGE OF ENGINEERING AND TECHNOLOGY Division Academic Affairs Classification Title 10421 Admin Support Associate Competency Level 2- Journey Working Title Administrative Support Associate- Journey Number of Vacancies 1 Full Time Equivalent (FTE) 1.0 Full Time or Part Time Full Time Recruitment Range $33,540 - $43,168 Anticipated Hiring Range $36,000 - $37,280 Salary Grade Equivalency GN04 Work Schedule Monday-Friday Work Hours 8:00am- 5:00pm Position Location (City) Greenville Job Category Staff- Office/Clerical Organizational Unit Overview

The Advising Center staff is in place to guide, serve, and support students by:

• Enhancing knowledge and understanding of the options available to Undergraduate students within or entering the College of Technology and Computer Science
• Assisting with appropriate course selection and maintaining accurate records to help ensure a successful path towards graduation
• Helping the student understand rules, regulations and procedures of the College and East Carolina University
• Providing referral information to other campus resources as necessary for student success
• Providing the tools for self responsibility in academic growth and development of the student

Job Duties

Office Technology 10%

This position selects, understands and fully applies a variety of features in relevant technologies, including software programs, databases, information systems, and specialized equipment. This position inputs and verifies information and has a general understanding of the equipment capabilities. This includes printers, copiers, fax machine, Windows based computer. The position knows and understands to apply the capabilities of Office programs, particularly Outlook, Excel, Word, and Access.

Supervisory 10%

The position oversees the scheduling and performance/activities of at least 2 student workers in the SSC main office, and upwards of 5 student workers in the digital lounge (107/108 Rawl). This includes ensuring their attendance, overseeing their scheduling, and continued guidance as it relates to training and performance.

Information/Records Administration 20

The position is responsible for coordinating schedules for various advisors and administrator within the Advising Center and overseeing student workers who also oversees this responsibility, not limited to meetings, student appointments, and other events. The position compiles, assimilates and organizes both printed and electronic information. Ability to apply knowledge of data collection, storage, organization, manipulation and/or analysis of data. The position coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations, and reviews information for completeness and accuracy using multiple guidelines. The position answers a policy and procedural questions related to all matters handled in the office (budgets, travel, etc). The position works with special fund accounts, state operating accounts to process, direct pays, special pay, travel, contracts, and the Student Success Center budget, including EPAFs and other contracts. The position oversees all aspects for 14 staff, some off site (e.g., Cherry Point), and many with travel and additional responsibilities. The position works with Banner for both financial and students and Chrome River. The position is responsible for ordering using the university purchasing card. The position makes sure that all items, prices, and accounts are accurate enters requisitions for items purchased against these budgets into Chrome River. Ensures items are properly inspected and signed for when delivered. The position is knowledgeable of State purchasing regulations, verification required, and the importance of managing the budgets accordingly. Works with the Executive Director for all manner of budget items and personnel issues when needed. The position works with the Director of Information Services to keep track of all software licensing agreement and college inventory. Research materials and collate data from files and other reports to develop major documents such as annual reports, GPA, registration codes, online surveys, etc., and all means of documents needed by advisors. Maintain up-to-date records and reports, such as registration codes, program reports, and any files that pertain to work performed. The position is responsible for assisting with all incoming and outgoing mail as needed and the distribution. The position oversees coordination and organization of the CET Commencement Ceremony, including developing/ensuring printing of the program, oversight of the master list, coordinating with CET representatives for additions/deletions/modifications, development and printing/coordination of other materials related, and assistance with any administrative needs for the ceremony.

Knowledge-Program 5

The position understands services, policies and procedures related to a program or area of specialization. Ability to demonstrate and apply this knowledge in performance of office support tasks and explains and interprets information to clients/customers and staff.

The position demonstrates in-depth knowledge of the area of specialization, the program, process, and/or organizational operation. May be the content/process resource. The position also has knowledge of the departments, auxiliary offices, and external areas that are within the scope of the Student Success Center and the College of Engineering & Technology. This includes working with the programs for Technology Systems, Computer Science, Construction Management, and Engineering.

5%

This position organizes and balances the workflow given by the various advisors, staff, and Executive Director. The position learns and implements new procedures that may be introduced by the administration and adapt to any adjustments that may result from change in the work environment such introduction of new administrative procedures and processes and workflows. This position attends campus workshops and training sessions on subjects related to the duties and responsibilities of this position.

Communications (Verbal and Written) 50%

The position presents ideas in a clear, concise, organized manner. Explains and interprets programs, policies, and procedures to meet the specific needs of staff and students/visitors. Advises program staff/clients in all matters related to area operations. This may entail the communication of routine, general, and knowledge-program information to students, faculty and staff as well as various administrative offices on campus. Verbal communications will be clean and concise and professional to all audiences. Assist the Executive Director in the preparation/administrative duties of the content and data reports, brochures, bulletins, and other SSC related publications. All communication whether written or verbal will be professional and representative of the Student Success Center. Public contact will be via telephone, web applications fax, email, and in person. This contact will include individuals or groups such as students, faculty from all departments or units, administration officials, and the general public. The position spends time scheduling appointments and meetings and greeting students, parents, and staff as well as administrative offices on campus. The position oversees and coordinates student worker and graduate assistant scheduling, training, and oversees their communication with external persons and advisors within the Advising Center. The position ensures that all correspondence is sent out in a timely manner. This position knows when and where to look to get assistance and understands services, policies and procedures related to this area. Ability to demonstrate and apply this knowledge in performance of office support tasks. Ability to explain and interpret information to clients/customers and staff. The position knows the organizational structure and general knowledge of the policies and procedures to determine how to assist. Knowledge of the policies on budgets, travel and special funds are essential to help resolve any problem for this position.

Problem solving: The position recognizes, defines, and resolves standard problems using operating procedures, practices and established precedents and answers questions when appropriate or passes on to a higher level. Resolves recurring issues and problems as well as some unique situations. Anticipates problems and develops recommendations for management resolution.

Minimum Education/Experience

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

License or Certification required by statute or regulation

None

Preferred Experience, Skills, Training/Education

Strong interpersonal and organizational skills.

License or Certification required by the Department

None

Special Instructions to Applicant

• Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section.
• If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
• Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
• Applicants must be currently authorized to work in the United States on a full-time basis.

Job Open Date 09/27/2024 Job Close Date- Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed. 10/07/2024 Open Until Filled No Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/73670 Alternate option

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.

AA/EOE

East Carolina University is an equal opportunity and affirmative action employer who is committed to workforce success and cultivating a culture of care, belonging and opportunity for our faculty, staff and learners and all stakeholders. All qualified applicants will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, or veteran status.

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.

Eligibility for Employment

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.

Department for People Operations, Success, and Opportunity

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources 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.