Administrative Support Specialist - Advanced

Details

Posted: 09-Mar-24

Location: Greenville, North Carolina

Salary: Open

Internal Number: 69470

Job Duties:

40% Program Administrative Support: Serves as main point of contact for The Office of Clinical Experiences; administers logistics of field experience placements including data entry into the internal placement management system (SONIA), communication with candidates, university supervisors, program coordinators, and districts, notification of site placement assignments and university supervisor assignments, and tracking of field placement requirements including physical forms, criminal background checks, dispositions, internship agreement forms, and observations/evaluations.
Strong collaboration with and support of clinical experience coordinators who oversee and facilitate field experience and internship placements.
Maintains and updates clinical teacher information and training completion in placement management system, assists coordinators in deploying continuing education and training opportunities and distributing CEU certificates, and providing district partners with lists of trained clinical teachers each semester. Knowledge and routine use of multiple ECU internal technology systems, such as PORT, ECU BIC, Banner SSB and INB, ODS, SONIA, E-print, ELI, 25 Live, Chrome River, Microsoft Office Suite, and MS Teams. Secures space accommodations for large and small groups; coordinates and processes travel for coordinators. Processes cancellation of internship requests, physical forms, criminal background checks; deploys semester surveys, and assists coordinators with pulling survey results to distribute to program area coordinators.
Oversees hiring of graduate assistants and undergraduate student workers for the office ensuring compliance with student hiring protocols and deadlines. Establishes clear guidelines and expectations for student workers and effectively coordinates job responsibilities of each; monitors and submit student payroll each pay period for undergraduate student workers; trains students in prioritizing workloads and completing tasks through providing orientations and training on data systems, hardware and software; monitors completed student work for accuracy; exhibits positive morale and behavior to engage student workers and graduate assistants.
20% Finance and Budgeting: Processes Clinical Teacher stipends each semester following all University policies and procedures. Maintains accurate records and adheres to deadlines for Clinical Teacher Stipend payments and updates Supervisor on stipend processing and completion each semester.
Completes departmental purchases using ProCard and completes all required ProCard reports and allocations as required by university guidelines and policies. Coordinates travel and reimbursement for clinical experience coordinators and University Supervisors (approximately 75).
15% Information/Record Administration: Maintains and files reports and forms; completes accurate data entry for placements including placement site and clinical teacher, university supervisor assignments; updates placement changes in the SONIA placement management system as they occur. Tracks completion of required internship forms by students and clinical educators. Files and documents physical forms and criminal background checks. Submits COE placements to the Experiential Learning Inventory System (ELI) each semester. Utilizes the SONIA placement management system to export placement data and reports and to send communications to interns, clinical teachers, and supervisors. Develops improvements in record administration using current and emerging technology to improve efficiency and effectiveness.
15% Communication – Verbal/Written: Composes clear and concise email communication for students, faculty, and district partners. Responds to a high volume of emails and phone calls in a timely manner. Composes communications to remind candidates of their requirements and deadlines and notification of outstanding requirements. Demonstrates the ability to work with confidential and sensitive information; documents work procedures and explains to other employees when needed; problem solves independently and documents issues, provides factual program information relating to university and program specific procedures and policies, applies substantial program knowledge to ensure accurate communications with stakeholders; collaborates with coordinators to draft internal processes and policies as needed.
10% Customer Service: Delivers the highest quality of service to candidates, district partners across the state of North Carolina, and faculty and staff across the College and University; responds promptly and accurately to inquiries; establishes a respectful and collaborative work partnership with internal and external stakeholders; knowledgeable of the educator preparation program and clinical experiences processes, requirements, and policies. Establishes themselves as a model for professional, positive interactions with all stakeholders. Maintains collaborative working relationships with members of the Office of Clinical Experiences, program faculty, and Office of Educator Preparation colleagues to ensure a high level of customer service for all program participants.

Special Instructions To Application:

• 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.

Minimum Education/Experience:

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

Full time or Part time: Full Time

Position Location (city): Greenville

Position Number: 931708

Organizational Unit Overview:

Preparation of professional educators and allied practitioners, including professionals in business and information systems, counseling, electronic media, and librarianship. Significant to the mission of the unit is a strong commitment to three important related areas all of which are realized through partnerships and other endeavors of the university's mission. These three areas are the encouragement and nurturing of professional growth for educators and allied practitioners at all levels and in all areas of the education, the continuing emphasis on and support for scholarship, research, creative activity, teaching, staff preparation and the improvement of schools, and the development, creation and cooperative distribution of educational policy for North Carolina.
The Office of Clinical Experiences provides integral support for initial teacher licensure programs within the College of Education and for teacher preparation programs located in 3 additional colleges across the university. Situated within the Office of Educator Preparation, the Office of Clinical Experiences (OCE) oversees and coordinates all field placements and student teaching internships for education candidates within initial teacher licensure programs at ECU. The individual in this position works with teacher education coordinators in all education departments within the College of Education and ECU, superintendents, other central office personnel, principals, and staff relevant to the Latham Clinical Schools Network and prepare students for teaching.

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About East Carolina University
To be a national model for student success, public service and regional transformation, East Carolina University uses innovative learning strategies and delivery methods to maximize access; prepares students with the knowledge, skills and values to succeed in a global, multicultural society; develops tomorrow's leaders to serve and inspire positive change; discovers new knowledge and innovations to support a thriving future for eastern North Carolina and beyond; transforms health care, promotes wellness, and reduces health disparities; and improves qualify of life through cultural enrichment, academics, the arts, and athletics. We accomplish our mission through education, research, creative activities, and service while being good stewards of the resources entrusted to us. East Carolina University delivers on the promise of opportunity. We open doors. We improve lives. We transform the present, and we discover the future. In these ways and more, we serve our community, our state, our nation and our world as together we reach toward our greatest potential. Tomorrow starts here.
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