Administrative Support Specialist

The Division of Administration and Finance is ultimately responsible for all financial and administrative activities of East Carolina University and its affiliated Foundations. The Division consists of Financial Services, Campus Operations, Information Technology and Computing Services, People Operations Success and Opportunity, Environmental Health and Campus Safety, Auxiliary Services and various support activities related to the ECU affiliated Foundations. The Division is led by the Vice Chancellor of Administration & Finance. The Vice Chancellor is responsible for oversight of the policies, personnel, budgets, and administrative activities of all operations at East Carolina University and its affiliated Foundations. Within the Division, the Athletic Business Office is responsible for all budget and financial activities of East Carolina University Athletics and its affiliated Foundation, the Pirate Club. The Athletic Business Office directs and manages the business affairs of the Athletic Department. We are responsible for developing the budget, following proper purchasing and spending guidelines and procedures, monitoring available balances and year-end financial reports. We are in contact with coaches and administrators on a daily basis to ensure sound fiscal management of the budget.

20% Public Contact: An important component of this position is serving as a liaison and providing excellent customer service to outside constituents as well as units within East Carolina University. This position is the primary resource for Accounts Payable, Human Resources, and Materials Management with access to specific resources for the purpose of collecting information to process Contractual Service Payment Requests. Invoices received in Athletics are first validated by this position for accuracy and proper documentation. This position also analyzes statements from vendors regarding charges to Athletics and will be able to identify and understand issues or problems on statements to independently resolve and/or develop recommendations for solutions. In order to assist vendors and other Athletic Business Office constituents in a timely and courteous manner, this position will be able to navigate through the Banner system and
PORT quickly and efficiently.

10% Data Entry-Priority is given to this position to key in Cash Reports for daily deposits from Athletics, Pirate Club and Ticket Office by 10:00 am each day, as well as prepare and key journal entries needed to post this information in the Banner System. This position will also be proficient in the use of the University Chart of Accounts to recognize and bring to the attention of the Business Office Manager any discrepancies in the account coding of cash reports and journal entries. This position will also have the ability to recognize when journal entries are required to correct inaccurate information, as well as create the necessary entries for the Business Office Manager's approval. Performing these tasks requires an in-depth knowledge of the Athletic programs, functions, and services, as well as the ability to interpret and research information.

25% Purchasing Cards-This position is responsible for overseeing purchasing cards. The Athletic Business Office Manager expects this person to be able to interpret, apply, and explain acceptable procedures to Athletic staff members; to explain when and if allowable exceptions can apply in certain circumstances; and to report any questionable practices by card holders. This position will also perform research, data collection, and display an in-depth knowledge of the program. The position will also be able to create reports in a format that can be clearly understood by other University personnel.

25% Contractual Services Payment Requests (Heavy volume September-April) - This process involves payments to people performing services for the University who are not employees. This includes payments to officials at University sports events, police officers, public speakers, entertainers, choreographers, clinic programs, contest winners, and other miscellaneous events. Special access is granted to this position by various web sites that assign Officials to the University Athletic sports programs. This process involves extensive cooperation and communication with many individuals both inside and outside of the University. The position is responsible for the oversight of related procedures which requires careful tracking and monitoring of these forms throughout the payment process.

20% Invoice Processing and Other-This position facilitates invoice processing for the Athletic Business Office utilizing Direct Payment Forms, ProCard, and thePORT Procurement System forPORT Direct Pay invoices and for purchasing. This position is also responsible for gathering information required for invoice processing including estimates, sole source justification forms, ads, Information Technology assessments, vendor information, and other supporting documentation, as needed. The position performs various other tasks as assigned.

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

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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 budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is an equal opportunity and affirmative action employer who is committed to workforce success and cultivating a culture of care, belonging and opportunity for our faculty, staff and learners and all stakeholders. 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 ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

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.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.