Administrative Support Specialist

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.

Primary Purpose of the Position

Reporting to the Director of Student Transitions, this position will coordinate a variety of business and/or fiscal functions for Student Transitions. Work is characterized by a variety of business, fiscal, and administrative functions and requires knowledge of applicable policies, procedures, and information systems to communicate and process information. The range of duties includes, but is not limited to customer service, budget management, event planning, report writing, summarizing, and reconciling information or financial data, records management, personnel administration and closely related functions. Job duties will include the supervision of student office staff. Duties will require attention to detail and organization.

This is a professional position with responsibilities having a direct impact on the quality of students' and families' experiences as well as the campus community at large. Additionally, this position requires a strong knowledge of university budgetary practices, problem solving skills, independent decision making, and critical thinking skills.

Responsibilities and Duties

Financial Management/Business and Records Administration (40%):

* Oversees the orientation reservation process and record keeping, including session add-ons, administering refunds based on the policy, and walk-in registrations. Manages accurate attendance records, follow up, and compiles final reporting data of student attendees and guests.

* Handles requests for reimbursement, payment for services, and purchase orders for programs/projects.

* Purchase program supplies, office supplies, merchandise items as requested for various events and programs.

Planning and Organizing Work (25%):

* Prepare orientation materials for sessions including preparing check-in lists, distributing lists to campus partners, managing dining numbers, and preparing check-in materials.

* Make travel and lodging arrangements for conferences and retreats.

Student and Staff Support/Supervision (25%)

* Answer phone calls and emails while providing a high level of customer service.

* Supervise student office staff including coordinating coverage of office and events.

Participate in the Life of the University & Student Transitions (10%)

* Support events of the Office of Student Transitions including New Student Orientation, New Student Welcome and First-Year Photo, Commencement, Pirates Aboard, etc. May require after-hours or weekend work.

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Experience in a university or higher education setting.

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 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.