SGA Administrative Support Specialist

East Carolina University, United States

Updated: 2 months ago
Location: Greenville, SOUTH CAROLINA
Deadline: 23 Feb 2024

Position Details
Position Information


Job Title SGA Administrative Support Specialist
Position Number 921329
Vacancy Open to All Candidates
Time-Limited No
Department Homepage https://studentlife.ecu.edu/
Advertising Department STUDENT INVOLVEMENT & LEADERSHIP
Division Student Affairs
Classification Title 10422 Admin Support Specialist
Competency Level 3 - Advanced
Working Title SGA Administrative Support Specialist
Number of Vacancies 1
Full Time Equivalent (FTE) 100.00
Full Time or Part Time Full Time
Recruitment Range $31,200 - $53,000
Anticipated Hiring Range $42,626 - $48,126
Salary Grade Equivalency AS0RG
Work Schedule M-F
Work Hours 8-5, modified as needed
Position Location (City) Greenville
Job Category Staff - Office/Clerical
Organizational Unit Overview
The Division of Student Affairs actively supports the University’s missions of education, research, and service by providing comprehensive programs and services to assist each student in developing intellectually, socially, morally, and culturally. The Division anticipates students’ developmental needs throughout their collegiate experiences and promotes student development by fostering a community of learning, which encourages individual student involvement and participation. The Division of Student Affairs provides a broad range of support services, activities, and programs that seek to: Assist students in developing respect and appreciation for individual differences, interpersonal civility, and human rights. Enhance the learning environment, facilitate retention, and optimize the student experience. Accommodate the diverse needs of all students. Support a community environment that is welcoming, safe, and secure. Assist students in meeting their basic needs for housing, nutrition, and physical and emotional well-being. Provide the means for students to become active participants and leaders in their own learning. Assist students in developing logical thought processes and sound decision-making skills. Assist students in developing an appreciation of the arts. Moreover, the division seeks to contribute to the development of the whole individual by fostering in each student a deeper appreciation of the importance of life-long learning, individual responsibility, and human diversity. Through collaboration, the division provides programs and services grounded in theory, assessment, and sound practice.
Student Life (SL) is a unit of the Division of Student Affairs serving the university community. Student Life fosters an innovative and collaborative environment, connecting knowledge, ideas, and experiences.
Student Government Association (SGA) exists to serve and advocate for the students at East Carolina University. They also provide over $225,000 annually to fund travel, events, and supply requests for student organizations at East Carolina University (ECU).
This position works with current students, faculty, and staff across the campus and those affiliated with student organizations by advising the student leaders who allocate funding and processing those funding requests in a timely and organized manner.
Job Duties
This position is in the Main Campus Student Center and provides administrative support, office management, and programmatic support to the Student Government Association. This position will oversee all office operations for the department and track expenditures for multiple program budgets over $500,000. The position is responsible for managing information databases, verifying student organization eligibility, tracking data related to funded student organizations and SGA initiatives, and preparing reports for the Director.
This position provides support and should be knowledgeable of university policies and processes related to purchasing, travel, budget reconciliation, and other business functions. This position will assist with programs and events and should be able to work independently to arrange meetings, events, catering, etc. The position will assist the department with marketing and is expected to be aware of the campus-wide infrastructure, and possess empirical knowledge related to the university hierarchy. The position is expected to be familiar with Microsoft Office, websites, social media, and other commonly used technologies. The position will supervise one or more student office assistants.
The roles primary responsibilities are listed below:
  • Maintain thorough knowledge of all applicable business practices and procedures for the Student Government Association, including payroll, budget reconciliation, direct payments, contracts, and travel system
  • Advise SGA Appropriations and attend weekly SGA appropriation hearings.
  • Meet with students as individuals and their groups to discuss their funding and process requests along with communicating verbally and in writing to answer questions about their events or travel in writing and in-person meetings.
  • Build departmental (SGA’s) annual budget with SGA leadership and guide on passing the funding bill for the fiscal year.
  • Advise and allocate the appropriations budget based on the board’s decisions during the fiscal year.
  • Process hiring and bi-monthly payroll for SGA.
  • Complete semester and year-end reports to present to university leadership on revenue and expenses along with outlining how effectively the student fee dollars are used.


Program Support
  • Support the Director and SGA leadership in developing and delivering high-quality programs by taking on specific administrative, reporting, and planning aspects of the operation. The Specialist will assist with program planning to include space reservations, event planning, contracting, purchasing, event set-up and tear-down, and other duties consistent with a unit.
  • Advise the SGA Allocations Committee that allocates over $225,000 of funding to registered student organizations for conference travel and events. Write applicable policies and procedures for efficient and effective disbursement of funds. Expected to work independently to solve challenges and serve as a liaison between the department and those requesting funding.
  • Provide weekly reports of SGA Appropriations along with semester and yearly assessments of allocations. Must be knowledgeable and up to date on fiscal policies and guidelines from the university and state to best ensure the sound application of business practices.

Budget Management
  • Manage the overall office operations and track multiple budgets over $500,000. This position will require strong knowledge of university purchasing and spending guidelines and procedures and track expenditures for multiple budgets and reconcile accounts regularly. Collect budget information, track allocations, and provide quarterly reports of Expected to work independently to solve challenges and serve as a liaison between the department and those requesting funding.
  • o Complete sponsorship forms/transfers of money both internal and external to the university based on SGA legislation. Conduct yearly reviews to update funding manuals, write new policies as needed, adapt funding training to the most effective delivery methods and presentation styles, and evaluate forms/documents on The Pirate Experience page.

Customer Service
  • Considerable communication with both on-campus and off-campus constituents. This includes communicating with university administration, faculty, students, parents, alumni/ae, and the public. The Specialist must have broad knowledge of university policies and procedures. Maintaining a current calendar of upcoming events and program offerings will be critical. The ability to identify critical issues and prioritize both referrals and responses is essential.
  • Process funding requests from student organizations in a timely and organized manner. Ensure evaluation of funding requests is completed in accordance with funding board procedures and university policies. Requests include travel to conferences, contracts for visiting artists, and supplies for campus events. Purchase registration, train, airfare, and lodging on behalf of student organizations for approved travel. Includes purchases made through ProCard, direct payment, inter-departmental transfer, and/or travel reimbursements. Purchase supplies for approved campus events including educational materials, t-shirts, and promotional items. Includes purchases made through pro-card, PORT, direct payment, and reimbursements. Work with SL Contracts Specialist to secure authorization for visiting artists and guest speakers. Obtain approval from all necessary administrators. Notify student groups and applicable departments of approval decision.
  • Minimal instructions should be required for the Specialist to identify unit needs and develop a strong customer service program independently.

Technology
  • Understand Microsoft Office including TEAMS, ECU Business Intelligence Center, Banner, website updating, and the ability to learn additional software packages used to support student organizations.
  • Understand social media platforms like Facebook, Instagram, Twitter, etc. to monitor departmental social media content.
  • Learn and be able to manage The Pirate Experience software platform used to manage student organizations.

Supervision
  • Complete the hiring process for new student leaders and the payroll management process (bi-monthly payroll).
  • Process scholarship applications, Pirate bucks, book allowances, and travel reimbursement for the SGA student leaders.

Other duties as assigned
  • Other duties as assigned include maintenance requests needed for the SGA suite and any special projects or initiatives that SGA pursues.
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
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 02/16/2024
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. 02/23/2024
Open Until Filled No
Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/69000
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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