Administrative Support Specialist - Journey

The Office of Clinical Experiences and Alternative Licensure is an integral part of the College of Education ( COE). This office oversees the placements of candidates in practicums and internships. The COE has 6 academic departments. There are also 3 other colleges at ECU that offer educator preparation programs. The Alternative Licensure Office oversees requirements for candidates with 4-year degrees who are working on teacher licensure through our Educator Residency Program. This office interacts with districts across the state of North Carolina.

Program Administrative Support (40%): 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) related to University Supervisor Placements and serves as a back up to coordinators related to student teaching placements and tracking of field placement requirements including physical forms, criminal background checks. Also, serves as a main point of contact for The Alternative Licensure Office; answering main line phone calls and emails of inquiry related to How to Become a Teacher via the Residency pathway or refer to other teacher licensure pathways as appropriate.

Strong collaboration with and support of clinical experience coordinators who oversee and facilitate field experience and internship placements. Strong collaboration with alternative licensure coordinators and staff related to intake and status of candidates with their Residency Licenses.

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. Maintains and updates testing and edTPA results for advisors as well as pulls reports to assist with SONIA clean up related to Residency Licensure Forms and status of residency candidates. Assists with the creating of data displays related to our cohort intakes 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. Secure space accommodations for large and small groups, coordinates and processes travel for coordinators.

Processes cancellation of internship requests, attendance, physical forms, criminal background checks. Processes Residency License Year 2 and Year 3 requests with communication with candidates, advisors, and districts.

Oversees hiring 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 submits student payroll each pay period for undergraduate student workers; train 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.

Finance and Budgeting (20%): Manages three state budget lines including Alternative Licensure Operating Budget, Clinical Schools Network budget, and University Supervisor travel budget. Processes Clinical Teacher stipends each semester following all University policies and procedures. This includes creating individual spreadsheets for each of the 43 districts within the Latham Clinical Schools network, calculating stipend amounts to include social security and retirement, submitting the request to pay in PORT each semester, and communicating with districts regarding payment timelines and details. Clinical teacher stipends total more than $120,000 annually. 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, alternative licensure coordinators, and University Supervisors that visit interns onsite (approximately 75 individuals).

Information/Record Administration (15%): Maintains and files reports and forms relevant to alternative licensure and clinical experiences; completes accurate data entry for University Supervisor assignments and serves as a back up to clinical experience coordinators for data entry for student teaching assignments including placement site and clinical teacher and contributes to updates of placement changes in the SONIA placement management system as they occur. 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.

Communication (15%) - Verbal/Written: Compose 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, document work procedures and explain 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.

Customer Service (10%): Delivers the highest quality of service to candidates, district partners across the state of North Carolina, 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 both clinical experiences and alternative licensure 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, Alternative Licensure Office, program faculty, and Office of Educator Preparation colleagues to ensure a high level of customer service for all program participants.

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

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Administrative/office experience, and proficiency in Microsoft Excel, Microsoft Outlook, data entry, word processing, and electronic record management systems are preferred.

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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.