Administrative Support Associate - Journey
Open Date: 02/05/2018
Date Initial Screening Begins:
Minimum Education/Experience: High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
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.
Job Duties: Compiles and maintains all graduate students files. Prepares graduate assistantship contracts. Inputs student updates, grades, semester hours, and any other information into database for easy access to run and create reports as faculty needs the information. Assists with student registration via Banner. Holds all files and information with strictest confidentiality. Processes payroll for graduate students and monitors the budgets for the graduate assistants. Keeps track of the available balances to make sure that there is no negative balance at the end of the academic year. Generates EPAFs and all required paperwork for all new and returning graduate assistants. Helps coordinate, with guidance from Administrative Support Associates-Advanced, work activities and operational duties for each department. Includes processing incoming and outgoing mail, copying exams, preparing newsletters, and drafting schedules. Other duties, as assigned, including assisting with planning annual departmental graduation recognition events, to include invitations, logistics planning, venue preparation and preparing certificates. Communicates directly with students face-to-face or by phone on a daily basis. Fields questions regarding policies and procedures on graduate assistantships and program requirements for both departments. Regularly communicates with other offices, such as the Registrar's Office or the Graduate School. Routinely communicates with students through email regarding program updates and to answer questions from current and prospective students. Writes correspondence and drafts letters for the program directors in response to program inquiries, acceptance/rejection notifications, or other routine issues. Prepares and receives supply purchase orders. Prepares and tracks travel requisitions and reimbursements for faculty and students. Routinely uses ECU software interfaces, including Materials Management, PiratePort, ECU BIC, Student Banner, SSB, INB, Banner Finance, Banner HR, PORT purchasing, Travel Request System, CommonSpot, Radium and Hobson's AppReview. Uses all major equipment in the office on a daily basis for example, the computer, printer, copier, scanner, phone, and fax. The computer operating system is Windows and has additional software including MS Word, MS Excel, MS Access, MS Powerpoint, MS Publisher, Adobe Acrobat Professional, Internet Explorer, and MS Outlook.