Student Services Specialist

East Carolina University, United States

Updated: 17 days ago
Location: Greenville, SOUTH CAROLINA
Deadline: 23 May 2024

Position Details
Position Information


Job Title Student Services Specialist
Position Number 922019
Vacancy Open to All Candidates
Time-Limited No
Department Homepage https://housing.ecu.edu/
Advertising Department CAMPUS LIVING
Division Student Affairs
Classification Title 13150 Student Services Special
Competency Level 2 - Journey
Working Title Student Service Specialist Journey
Number of Vacancies 1
Full Time Equivalent (FTE) 100.00
Full Time or Part Time Full Time
Recruitment Range $33,540- $48,823
Anticipated Hiring Range $33,540- 46,382
Salary Grade Equivalency
Work Schedule M-F
Work Hours 8-5pm
Position Location (City) Greenville
Job Category Staff - Office/Clerical
Organizational Unit Overview
The Department of Campus Living is a university auxiliary, that provides student housing, dining, and transportation to ECU students. The unit exists in the competitive Greenville housing market, so customer service is essential. The department is focused on supporting the academic mission of the university. Campus Living staff need to interact directly with student staff. Staff in the department also need treat students and their families with courtesy and respect, while upholding department policies and procedures. The unit is broken down in to three primary areas: Housing, Dining, and Transit.
Providing housing for approximately 5,500+ residents and serving about 123,200 meals per semester Campus Living is committed to offering personal and affordable services, providing opportunities for individual growth within a comfortable environment and caring community while supporting the academic mission of the University. The Residence Halls have a rich tradition of positively contributing to the quality of student life, providing a supportive setting for pursuing academic goals and fulfilling peer group affiliation needs. Our dining service provides a foodservice program that enhances the quality of life on the campus of ECU. Transit provides service to ensure students can life on campus at ECU. The three operations have a combined operating budget of $65 million. Our focus is on student development, academic support, counseling, discipline, and educational programming that address the needs of a broad variety of students from diverse backgrounds.
Job Duties
This position provides primary administrative support to the Associate Vice Chancellor of Student Affairs – Campus Living and the Director of Business Services for Campus Living. In addition to administrative support duties, this person will be responsible for managing key points of customer outreach and the new Pirate onboarding process. This staff member will work alongside the NSO manager to coordinate, staff, schedule, and supervise the Early Drop-off Process for up to 5,500 resident students. They will also manage the apartment rental program which is used to assist new and current staff members who have housing emergencies and/or needs as they are transitioning to Greenville as new employees. The incumbent will be involved in the gathering and analysis of customer service and appeal information prior to the Associate Vice Chancellor’s review. This position also serves as a key part of work triangles in the Campus Living Business Services office. While working under the AVC, the Director of Business Services will directly oversee the business functions including payroll support, invoicing, reconciliations, and executive travel.
Administrative Duties:
Provides primary administrative support to the Associate Vice Chancellor (AVC) of Campus Living and Director of Business Services.

Responsibilities include but are not limited to:

  • Maintenance of the AVC’s schedule; Includes scheduling meetings with the AVC and various others both within and outside ECU; Preparing agendas and compiling additional paperwork for AVC’s meetings and events; Assuring that scheduling conflicts are handled in a timely manner
  • Submission of financial requests for the AVC and others in the department
  • Planning and reserving space for AVC meetings
  • Submit time-off requests and sick leave paperwork to the VC’s office
  • Coordination of travel plans, itineraries, necessary approvals, and reimbursements for AVC and management team within Campus Living
  • Field phone calls and in-person drop-in visits from parents and students who require answers to various questions regarding housing issues, move in questions, etc.
  • Compile research from various sources at the request of the AVC
  • Distribution of Campus Living wide informational emails for various source



Maintenance of departmental information including but not limited to:

  • Annual purchasing of Campus Living staff shirts, including sizing for all employees
  • Ordering nametags for new Campus Living employees
  • Creating bio of new employees for distribution, along with the employee’s supervisor
  • Maintenance of the Campus Living birthday list
  • Annual compiling of the Campus Living “Move-In Binder” which includes information from numerous departments around campus that may be needed to answer questions for incoming freshman and their families and participate as a Campus Living staff member and all that entails during move-in
  • Distribution point for Campus Living and other departments on campus to communicate with on-campus students through listserv.

Program Management:
This position will work directly with Special Programs that are offered through Campus Living, including but not limited to:
  • Early Drop-Off- Accommodating approximately 1/3 of our 5,800 bed program, this position works closely with NSO leadership to organize, schedule, staff, and run this critical aspect of the residential experience
  • Apartment Rentals- This program serves as emergency housing for existing faculty and staff, along with housing for new employees transitioning to the area. This position is responsible for all aspects of the rental program, including but not limited to communications, contracts, and inspections.
  • Special Events- This position coordinates special events, including but limited to Admitted Student Fridays, open house activities and incentives, employee recognition, Campus Living unit meetings, and banquets.
  • Employee Onboarding- This position coordinates the collection of information for distribution for all new employees, helps with employee orientation, and uniform needs.
  • Room Information Stuffing- This position is responsible for fall move-in-room stuffing that includes communication to campus partners regarding deadlines for delivery, collecting materials from campus partners to be distributed, and division of materials for each residence hall.

Campus Living Rental Apartments:
  • Maintain the accuracy of the contract currently in use for the 6 apartment spaces
  • Update contract as needed based on circumstances
  • Maintain all hard copy and electronic contracts
  • Communicate incoming renter information to necessary staff while arranging for housekeeping and keys
  • Provide point-of-contact for renters/responsible departments to answer questions, submit work orders, etc.
  • Maintain payment history for each apartment, including following up with unpaid invoices twice a month


Space Management:

  • Responsible for booking, gatekeeping, and managing all aspects of non-housing rentable space in Campus Living
  • Act as administrator for 25Live for all reservable Campus Living spaces, including but not limited to Ballard Sounds, Port City Java Conference Room, and Jones Hall Conference Room
  • Work with Dining Services on space reservations for space owned by Campus Living, including the Green Room, Sweethearts, and the Tiffen Room
  • Coordinate set-ups, custodial turns, and locking/unlocking with appropriate staff
  • Campus Living Meeting Spaces: Monitoring 25Live to ensure timely and efficient approvals or declination of space requests. Includes communication with the reserving group concerning the costs associated with the rental of certain spaces.
  • Maintain the schedules for the Campus Living Meeting Spaces

Maintenance of these areas includes, but is not limited to:
  • Working with the Campus Living LLC Liaison and the LLC Representatives as well as the University’s 25Live staff to schedule classes in this space
  • Giving tours of said spaces to potential renters/responsible departments
  • Working with Campus Living staff and other departments and areas on campus, both professional and student-lead organizations as well as organizations and professional groups from the Greenville community to schedule meetings, conferences, banquets, dances, and other events in the spaces
  • Consistent communication with responsible parties in order to ensure the rooms are set up to the renter’s specifications, are unlocked when necessary, and secured when not in use.

Business Services Support:

  • Responsible for payroll support including Mass Time Entry for student pay
  • Monitor and approve Kronos records for Campus Living Management team members on behalf of the AVC
  • Work alongside the Business Services Team in processing student employee hiring actions, including EPAF submissions.
  • Purchase items for Campus Living unit under the direction of the Director of Business Services
  • Create invoices in QuickBooks for apartment rentals, space rental reservations, and other Campus Living initiatives
  • Assist in segregation of duties for financial transactions along with the Business Services Team
  • Maintain official organizational charts for all departments in the Campus Living Unit
Minimum Education/Experience
Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
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 05/16/2024
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. 05/23/2024
Open Until Filled No
Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/71285
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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