Administrative Support Specialist

East Carolina University, United States

Updated: about 1 month ago
Location: Greenville, SOUTH CAROLINA
Deadline: 28 Mar 2024

Position Details
Position Information


Job Title Administrative Support Specialist
Position Number 944433
Vacancy Open to All Candidates
Time-Limited No
Department Homepage give.ecu.edu
Advertising Department UNIVERSITY DEVELOPMENT
Division University Advancement
Classification Title 10422 Admin Support Specialist
Competency Level 2 - Journey
Working Title Administrative Support Specialist
Number of Vacancies 1
Full Time Equivalent (FTE) 1.0
Full Time or Part Time Full Time
Recruitment Range $31,200 - $44,549
Anticipated Hiring Range $41,442
Salary Grade Equivalency GN06
Work Schedule M-F
Work Hours 8a - 5p
Position Location (City) Greenville
Job Category Staff - Professional
Organizational Unit Overview
The Division of University Advancement is the friend-raising and fund-raising arm of the general academic areas of the university; therefore, all of its activities are designed to generate support, financial or otherwise for East Carolina University. The units and subunits within the division work together to identify, involve, cultivate, and solicit alumni and friends of the university to gain financial support from the private sector for the purpose of enhancing the long- and short-range growth and welfare of the university. The Office of the Vice Chancellor for University Advancement is responsible for the following diverse units: Alumni Relations, ECU Foundation, Medical and Health Sciences Foundation of ECU and University Development.
Job Duties
This position will serve as staff/management assistant to highest-level administrators in an organization that is characterized by operations with multiple and varied programs/components. The role of this position is defined and impacted by the mutual working relationship established with the administrator. (“right-hand” to the administrator) This position serves as the principle personal and administrative support. There are situations where the positions functions as an assistant the majority of the time, but still have some responsibilities of an operational nature. Work ranges from standardized office support assignments to performance of administrative duties involving decision-making and judgment. Public contact is a major component of this position, both internal and external to the organization. Work requires contact with program staff, managers of other units within the organization, representatives of other state agencies/universities, clients, service recipients, elected/appointed representatives, and the public.
This position will have the duty of supporting the Senior Associate Vice Chancellor for Development, the Senior Director of Annual Giving, as well as supporting their entire direct report staff. This Administrative Support Specialist position at the Advanced level will be crucial to assisting the Annual Giving and Planned Giving offices to conduct their daily fundraising endeavors and reach their goals and objectives for the fiscal year. Additionally, this position will assist in support of the entire Division of University Advancement to communicate with and steward our prospective and current donors. This position should positively impact the effectiveness of each of these areas of giving based on the abilities of this skilled professional. The Senior Associate Vice Chancellor, Planned Giving and Annual Giving teams as well as the Administrative Support Specialist work across all 3 ECU Foundations thus needing good communications skills. The evaluation of this position will come from the Senior Associate Vice Chancellor for Development with sought input from the other offices the Administrative Support Specialist works with.
In working specifically with the Senior Associate VC for Development, the Senior Director for Annual Giving and the Assistant Director of Planned Giving and their teams, this position will assist with communications through e-mail distribution, calendar management, coordination/weekly analysis of schedule/coordinate and UA plus team appointment establishment. Processing travel, conference registrations, and memberships as well as other travel related paperwork will be required. Processing of receipts, invoices, payments along with monthly credit card reconciliation for Planned Giving and Annual Giving offices will reside with the Administrative Support Specialist. The position will prepare meeting agendas and meeting items for the SVC, Annual Giving, Planned Giving, meetings and appointments. Processing for letters/e-mail to donors and estate planning professionals will be utilized. In addition, this position is also responsible for managing extensive stewardship lists for Annual Giving and Planned Giving societies, as well as purchasing and tracking insignia items. The Administrative Support Specialist will also enter donor gift profiles in GiftWrap, reporting and maintaining hard records of each documented gift, and recording all documented gifts electronically in the Planned Giving shared folder. Budget reporting, maintenance and monitoring are also expected of this position. This position utilizes, reconciles and manipulates data for management reports utilized by internal and external parties for fundraising reporting. The Administrative Support Specialist will be expected to be a team player and perform other duties as assigned.
For the Office of Annual Giving (Senior Director and Assistant Director) the Administrative Support Specialist will handle all comprehensive travel, conference registrations, memberships and assist with related special projects to aid in Annual Fund growth. There is an expectation of comprehensive general administrative support such as ordering and aiding in coordination and inventory of supplies needed for Annual Giving Projects. In instances where the Senior Director and Assistant Director are out of the office simultaneously the Administrative Support Specialist will be responsible for checking the ECU Annual Giving Inbox for e-mail and phone calls which need immediate assistance. The Administrative Support Specialist will be given a plan of contact for those calls or e-mails in terms of who should be notified to gain a time sensitive response. This position may be asked to help with tracking of mail codes in One for benefit of Annual Fund analysis. This analysis will include working with the CRM/Advancement Services on response rates and ROI figures based on the directives of the Annual Giving Team. The Administrative Support Specialist will also generate and mail weekly acknowledgement letters to donors. This position will be asked to monitor monthly budget expenses and provide budget reports to aid in planned increased stewardship efforts of Annual Giving donors. The Administrative Support Specialist will be expected to be a team player and perform other duties as assigned. Additional duties now assigned include the coordination, evolution of enhancements, strategy planning and assessment for the Doubloon Circle Stewardship mailing with the focus on recognition of long-time consistent donors and their importance to ECU. This position will now plan and coordinate an enhanced offering of student video projects for solicitation and stewardship utilizing our student’s voices as important connectors to alumni and friends. The Administrative Support Specialist will coordinate with Financial Services and ECU donors our matching gift software forms enabling donors to enhance their gifts the company matching programs. The position will research and collect data on recurring gifts heading up that strategy for renewal direct mail and e-mail.
For the Office of Planned Giving (Sr. Associate VC and Director of Planned Giving) the Administrative Support Specialist will handle all comprehensive travel, conference registrations, memberships and assist with related special projects to aid in Planned Giving growth. These may include but are not limited to letter and e-mail distributions to certain select segmented constituents such as correspondence letters and e-mails for discovery visits in certain travel regions. Included also is data processing on updates in One for contact information or pertinent call notes related to planned gift Crescendo electronic mailings. There is an expectation of comprehensive general administrative support such as ordering and aiding in coordination and inventory of supplies needed for Planned Giving Projects. This position also retrieves insurance documentation as needed for processing ECU owned insurance policies. Processing requests for Wills Guide packets are also part of this position’s duties. This position will be asked to monitor the Gift Legacy emails and Planned Giving general mailbox and maintain records of downloaded and mail requests. The Administrative Support Specialist will maintain records of Leo Jenkins Society new members in preparation for the Annual Leo Jenkins Society event. The Administrative Support Specialist will be expected to be a team player and perform other duties as assigned. This position will research, oversee and integrate the GiftWrap software for processing estate settlement paperwork that includes IRA beneficiary designations, life insurance, investment/bank accounts and bequest provision estate settlement in collaboration with Gift Records and Financial Services. The Administrative Support Specialist will synthesize data from GiftWrap Software and the One database providing planned gift pipeline projections for UA as well as for each college/program unit at ECU. This position will coordinate the process for planned gift marketing utilizing our Crescendo software and website for over 30 electronic messages and update per year for alumni, friends and professional advisors. These duties include aiding in pulling mail lists, bringing gift topics monthly for review, submitting the UP&G ticket and submission to the Crescendo site. The Administrative Support Specialist will independently guide and enhance the Leo W. Jenkins Society Stewardship offerings annually. In addition, this position serves as the communication conduit for fund agreement processing with the Administrative for that area.
As a member of the administrative team within the Division of University Advancement, the Administrative Support Specialist will assist with outgoing and incoming communication efforts. The Administrative Support Specialist will be expected to be a team player and perform other duties as assigned.
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
Excellent written and verbal communication skills; highly organized and efficient; ability to self-direct and prioritize responsibilities; self-motivated and moves tasks forward with a minimal amount of direction and supervision. Ability to work well with numerous constituencies, both internal and external to the University and ability to communicate effectively, both orally and in writing. An in-depth knowledge of policies, procedures, and protocols. Excellent logistical skills in order to maximize the Senior Associate Vice Chancellor’s time and assure that they get where they need to be, when they need to be there, and has all the necessary back-up information for any meeting when they arrive. Ability to operate independently and have a strong sense of priorities and knowledge of the issues which are currently under consideration by the office. Good judgment and exercise discretion in conveying both verbal and written information. Good understanding of Microsoft Word, Excel, and Outlook. Experience and knowledge of the UNC system is beneficial.
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 03/15/2024
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. 03/28/2024
Open Until Filled No
Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/69635
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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