Administrative Support Specialist - Advanced

East Carolina University, United States

Updated: about 1 month ago
Location: Greenville, SOUTH CAROLINA
Deadline: 27 Mar 2024

Position Details
Position Information


Job Title Administrative Support Specialist - Advanced
Position Number 931708
Vacancy Open to All Candidates
Time-Limited No
Department Homepage https://www.education.ecu.edu/
Advertising Department COLLEGE OF EDUCATION
Division Academic Affairs
Classification Title 10422 Admin Support Specialist
Competency Level 3 - Advanced
Working Title Administrative Support Specialist - Advanced
Number of Vacancies 1
Full Time Equivalent (FTE) 1.0
Full Time or Part Time Full Time
Recruitment Range $31,200 - $50,586
Anticipated Hiring Range $32,000 - $45,000
Salary Grade Equivalency GN08
Work Schedule Monday-Friday
Work Hours 8:00 a.m. - 5:00 p.m.
Position Location (City) Greenville
Job Category Staff - Office/Clerical
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.
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.
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
None
Preferred Experience, Skills, Training/Education
Strong written and verbal communication skills. Proficient in Microsoft Office Suite and database software. Ability to work independently and multitask. Progressively responsible administrative support or secretarial experience with extensive computer/technical training in a web-based environment is preferred. Accounting/bookkeeping/budget management experience is preferred.
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 03/08/2024
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. 03/27/2024
Open Until Filled No
Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/69470
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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