Admin Support Specialist

East Carolina University, United States

Updated: 24 days ago
Location: Greenville, SOUTH CAROLINA
Deadline: 08 Apr 2024

Position Details
Position Information


Job Title Admin Support Specialist
Position Number 400490
Vacancy Open to All Candidates
Time-Limited No
Department Homepage https://medicine.ecu.edu/studentaffairs/
Advertising Department ACADEMIC AFFAIRS-BSOM
Division ECU Health/BSOM
Classification Title 10422 Admin Support Specialist
Competency Level 3 - Advanced
Working Title Clinical Support Coordinator
Number of Vacancies 1
Full Time Equivalent (FTE) 1.00
Full Time or Part Time Full Time
Recruitment Range $31,200 -$50,876
Anticipated Hiring Range $42,625-$45,375
Salary Grade Equivalency GN08
Work Schedule M-F
Work Hours 8-5pm
Position Location (City) Greenville
Job Category Staff - Office/Clerical
Organizational Unit Overview
Student Affairs provides programs and services that optimize student learning and leadership; build a safe, supportive, and welcoming campus community; foster the emotional growth and personal development of students; and make a positive contribution to the overall student experience.
Mission: Student Affairs works to foster an environment where all students can achieve their academic and personal goals.
Values: student centrism, integrity, service, excellence, respect, and inclusion.
Job Duties
ECU Brody School of Medicine’s Student Affairs Unit is currently seeking to hire an individual to serve as the Clinical Support Coordinator. Responsibilities of the position include:
Clinical Success Preparation:
a. Develop, seek approval for, monitor, update, and review the clinical services contracts in BSOM. These contracts are required for student field experiences and developed between BSOM, community field sites, counterparts, and colleagues at other Universities, as well as community and/or regional community to explain programming options, processes, policies, and procedures.
b. Serve as liaison to the College of Allied Health Sciences with the Division of Health Sciences Contracts Office (DHSCO) and with contract offices as clinical experiential field sites.
c. Independently prepare standard University Affiliation Agreements (UAA’s) using information provided by or requested site contracts.
d. Independently prepare University Affiliation Agreements (UAA’s) using information provided by BSOM clinical coordinator or request site contracts.
e. Facilitate and manage all BSOM compliance requirements for criminal background checks, drug testing, immunizations, according to agency contractual agreements and accreditation guidelines for all students.
f. Use CastleBranch and Rotation Manager software to independently track student compliance.
g. Report compliance issues to clinical course advisor, Director of OSA, and Associate Dean for Student Affairs, Clinical Sciences.
Clinical Program Planning:
a. Liaison between M3/M4 Medical Student Counsel and Office of Student Affairs. Meet regularly with MSC members to discuss topics, concerns, and issues to implement action plans within OSA.
b. Independently Plan M3 Orientation
i. Organize schedule and book presenters for each session. Knowledge of standards set forth by AAMC to maintain student compliance. Implement compliance measures within various orientations.
c. Independently plan Senior Events: Check-Out Week, Match Day Ceremony, ECU Commencement transportation, Senior Award’s Day Ceremony, and String of Pearls.
d. Partner with Creative Services (or other necessary resources) to create student event related printing requests. Create Student Affairs programs, lobby and Office posters, and tickets.
e. Uses 25 Live to reserve spaces (at Brody and other campus sites) for all of the events responsible for in which Student Affairs may be involved.
f. Develop, create, and implement staff plans for all office related events. Develop and implement short-term strategies consistent with program goals for the event.
g. Lead and/or train volunteers and other staff members regarding event needs by conducting and developing multiple training program to meet organizational needs. Prepare plans and materials related to volunteer trainings.
h. Assist with coordinate office functions (including holiday celebrations) i.e. decorating, arranging/ordering food, and coordinating other necessary resources for events. Additionally, assist with managing office decorations.
i. Engage in data analysis focused on annual improvements and office/events development plans in partnership with Associate Deans and Director. Independently create feedback assessment tools to determine annual improvements for Events/Programs.
Student Success Management:
a. Assist with tracking student attendance for Clinical Science courses through the absence policy approval process. Assist OSA director with review all student absence requests. Work in collaboration with OME about student assessment absences and rescheduling assessments.
a. Report excess M3 absences to Associate Dean for Student Affairs Clinical Sciences.
b. Assist with referring students to Associate Dean for Student Affairs, Clinical Sciences or M3/M4 Promotion and Review Committee regarding excessive absences.
c. Keep detailed record of student absences in M3 year to track overall academic success and wellness.
d. Keep detailed record of administrative day absences.
e. Communicate effectively with Clerkship Coordinators regarding absences from rotations.
b. Track and document student late arrivals for testing by being present for all M3/M4 student assessments per OME testing calendar.
c. Assist Clinical Course Advisor with student scheduling.
a. Assist setting up annual scheduling meetings with rising M3/4 students.
b. Collect M3 elective forms for Clinical Course Advisor from M3 Students. Send reminders for students to submit forms.
d. M3/M4 Promotion and Review Committee Duties:
a. In collaboration with committee chairs, create agenda and send to members of the Promotion and Review Committee prior to each meeting.
b. Reserve room space and set up meetings for each academic year.
c. Record detailed minutes of the Promotion and Review Committee meetings for members to review and approve.
d. Create PowerPoint at the end of each Academic Year for Committee/full Faculty to vote on the graduating class.
Budget Management:
a. Responsible for approximately 5% of the overall Office of Student Affairs Budget, earmarked for Events and Programs.
b. Assist managing and projecting yearly internal events budget within Office of Student Affairs.
Other Duties:
a. Develop relationships with campus partners across both main and the health sciences campus necessary for the successful completion of job tasks.
b. Contribute to the Brody School of Medicine Office of Student Affairs social media presence by posting about various programs and events.
Minimum Education/Experience
High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
License or Certification required by statute or regulation
N/A
Preferred Experience, Skills, Training/Education
License or Certification required by the Department
N/A
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 03/27/2024
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. 04/08/2024
Open Until Filled No
Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/69627
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 competencies, equity, budget, and market considerations.
AA/EOE
East Carolina University is an equal opportunity and affirmative action employer and seeks to create an environment that fosters the recruitment and retention of a more diverse student body, faculty, staff and administration. We encourage qualified applicants from women, minorities, veterans, individuals with a disability, and historically underrepresented groups. 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 Department of Human Resources at (252) 737-1018 (Voice/TTY) or ADA[email protected] .
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.
Office of Human Resources Contact Information
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 [email protected]. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.

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