| Job Duties |
STUDENT PAYROLL COORDINATOR 30%:
As the college's student payroll coordinator, this position is accountable for reviewing all student EPAFs and GA contracts from the departments for accuracy ensuring that they are correct and approves all student EPAFs. This person keeps the college's department administrative assistants aware of new student payroll policies and procedures concerning work study student workers, self-help student workers, and graduate assistants as received from the Student Employment, Human Resources-
HRIS, Payroll Office, and Graduate School ensuring that they stay updated through training and by forwarding important information. This person is responsible for training new administrative assistants on student hiring procedures and policies; ensures they sign up for any campus training dealing with student hiring and makes them aware of any upcoming training. This position is responsible for hiring student workers and graduate assistants for the dean's office which includes posting positions, interviewing, issuing contracts, submitting completed hiring forms to the appropriate campus offices, and initiating EPAFs. This person is responsible for verifying and approving student workers' time sheets submitted electronically through Banner Web Time Entry for the Payroll Office; responsible for maintaining student payroll data files for graduate, self help, and work study students. This person is responsible for maintaining Master GA spreadsheet listing all graduate students and semesters worked for the college; must be updated once all graduate/research assistant contracts are received from all the college's departments. Responsible for maintaining Master
UGRA spreadsheet listing all undergraduate research assistants and semesters worked for the college; must be updated once all undergraduate research assistant contracts are received from all the college's departments. This position is responsible for tracking the use of GA funds allocated to the college by the Graduate School for the departments by viewing
POSMAN reports and ePrint Reports for comparison to GA Budget spreadsheet to assure balances are equal. This is responsible for viewing
POSMAN reports for Graduate School account for comparison to Master GA spreadsheet to ensure that GAs are paid and balances are correct; copy of reports are forwarded to the appropriate departments in the college. This position is accountable for keeping accurate records and balances of the dean's office self help budget by entering all information on a spreadsheet. The person will check balances monthly against the University Self Service Banner Finance System.
ASSISTANT OFFICE MANAGER 10%:
As assistant office manager, it is this person's responsibility to assist the office manager with seeing that the dean's office runs smoothly on a day-to-day basis and that the dean, two associate deans, three directors, four technical support members, and three lab supervisors' needs are met. This will include supervising student workers and entering work order requests for facilities services. Assist administrative staff, faculty, and students with operation of copiers, fax machine and other office machines. Maintain Dean's Office Copier Code list by updating with new staff and remove staff that leave. The assistant office manager must see to it that equipment in the office is in operating order. Assist with scheduling rooms to hold college meetings, events, etc. utilizing the
ECU 25Live system. Reimburse Dean's Office staff for non-travel related items utilizing the Chrome River system. Prevent and/or solve problems by use of procedures and/or suggestions. Represent the Dean's Office in an efficient, courteous, and professional manner.
STUDENT WORK COORDINATOR 10%:
As the student work coordinator for the dean's office, this position is responsible for assisting the office manager with the supervision of the student workers in various duties involved with the operation of the dean's office. This person is responsible for training all student help working in the dean's office on the day to day operations of the dean's office, for developing and coordinating the students' work schedules, for examining all work for accuracy and all tasks are completed. This person is responsible for supervising student help work including mailings for the Dean's Office, researching data in files, typing memos and labels, data entry, assisting in organizing files and handle miscellaneous chores and errands. Facilitate the flow of work and oversee the work of student workers examining all work for accuracy and ensuring all tasks are completed. Coordinate and direct the office support activities of student workers. Develop and coordinate students' work schedules to assure that the Dean's Office is properly staffed.
STUDENT SERVICES COORDINATOR 15%:
As student services coordinator, this individual works closely with the college's Center for Sustainability for graduate student needs working with the center's director and graduate director. This person will issue graduate assistant-ship contracts and initiate EPAFs for hiring graduate assistants. This person will perform general duties in student support such as entering courses in
INB, registering graduate students for courses in
INB, and initiate travel requests and reimbursements for graduate students by using the
ECU Travel Request System.
DEAN'S OFFICE COMMUNICATION CENTER 10%:
As the dean's office communication center, this person serves as the initial contact for the Office of the Dean between university personnel, students, faculty, or the general public, whether by phone, mail, or in person, is conducted in a productive, cordial and professional manner. This position welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries; directs visitors by maintaining college directories and giving instructions. Answer phones and correspondence promptly. Responsible for all incoming correspondence, packages, etc. and the distribution of mail to Dean's Office staff or to the four departments and Advising Center within the College. Responsible for sending out all the Dean's Office correspondence and packages determining the most effective way by following the University's procedures. Responsible for making sure deliveries are given to the appropriate person by placing in their mailbox or their office. If not located in the Dean's suite, call the person, or send an email message to let them know they have a delivery to pick up at the front desk. Responsible for shipping packages and/or boxes for the Dean's office staff by completing a Campus Requisition form with the appropriate
FOAP information for billing and shipping method (
UPS, Federal Express, etc.) of the package(s) and calling Central Warehouse for pickup. Responsible for completing and ensuring that all bulk mail items have postage scan card attached charging the postage to the appropriate budget account.
Responsible for submitting events for display on the College's Website via the
ECU Events Calendar. This position works closely with the associate deans on college projects and is responsible for creating and printing all documentation for the college's recognition ceremony, awards ceremony, and career networking event.
TRAVEL SPECIALIST 25%
As travel specialist, this position manages the entire dean's office travel, which includes the dean, two associate deans, three directors, four technical support members, three lab supervisors, four administrative support staff members, and faculty working through the Center for Innovations in Technology and Engineering (
CITE) by using the
ECU Travel Request System to initiate requests and reimbursements. This person is responsible for training new administrative assistants on travel procedures and policies; ensures they sign up for any travel training available and makes them aware of any upcoming travel training. Keep department administrative assistants a brisk of new policies and procedures concerning faculty, staff and student travel received from the Travel Office. Ensures department administrative assistants sign up for any travel training available and makes them aware of any upcoming travel training. Assist new employees with travel after they have taken ECU's travel training given by the Travel Office and give one-on-one additional training as needed. Submit pre-travel requests within two days of receiving cost estimate from traveler. Submit travel reimbursements to Travel Office meeting due date deadline for each travel request. |
| AA/EOE |
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. |
East Carolina University
$33,540 - $43,168
Jan 27, 2025