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Business Services Coordinator - Journey

Employer
East Carolina University
Location
Greenville, NC

Job Details

Business Services Coordinator - Journey Please see Special Instructions for more details. * 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. Position Details

Job TitleBusiness Services Coordinator - JourneyPosition Number946519Vacancy Open toAll Candidates Time-LimitedNoDepartment Homepagewww.ncagromedicine.orgAdvertising DepartmentAGROMEDICINE INSTITUTEDivisionHealth SciencesClassification Title10739 Business Services CoordiCompetency Level2 - JourneyWorking TitleBusiness Services Coordinator - JourneyNumber of Vacancies1Full Time Equivalent (FTE)1.0Full Time or Part TimeFull TimeRecruitment Range$31,888 - $49,710Anticipated Hiring Range$31,888 - $43,000Salary Grade EquivalencyGN08Work ScheduleM-FWork Hours8-5pmPosition Location (City)GreenvilleJob CategoryStaff - Office/ClericalOrganizational Unit Overview

The North Carolina Agromedicine Institute is an interinstitutional partnership among East Carolina University (ECU), NC State University and NC Agricultural & Technical State University. ECU serves as the lead for the partnership and has fiscal and program reporting responsibilities to ECU administration, the Institute’s Board of Directors and UNC General Administration. The Institute’s mission is to promote the heath and safety of farmers, fishermen, foresters, their workers and their families. The success of this mission depends on the Institute’s extensive partnerships with state/federal agencies, agricultural-related organizations and most importantly farmers, fishermen, foresters and other members of the agricultural community. The Institute serves all 100 counties of NC and other states by request.

Job Duties

Duties of this position include but are not limited to General Office Management:
Maintain physical and electronic files of key documents in a well-organized manner; Maintain and supervise daily activities of the administrative office. Coordinate with housekeeping, Fire Marshal, Office of Environmental Health and Safety, Office of Prospective Health and Facilities Engineering and Architectural Services to assure building and employee safety and quality of the environment; Assign office lobby coverage, work-study student responsibilities, and coordination of secretarial support services in performing any needed duties outside of normal work hours; Collect mail, sort the mail for other building departments, schedule mail pickup, and manage department mail. Accept deliveries for Institute and other West Research Campus departments; Prepare shipments for the Institute, as needed; Maintain office, classroom, and conference room equipment including computers, software, AV equipment, fax, copier, scanner, telephone services, printers, and other products and equipment necessary to normal office function Keeps inventories as needed; Schedule and maintain a calendar for community rooms in West Academic Building and control access to use of the library, classroom, conference room, and all office spaces in the internal calendar and 25 Live system; Submit work orders for West Academic Building and West Research Campus for Institute and other departments sharing the building and grounds; Assure proper supplies are available and neatly maintained; Assist Director in operational and management activities as needed.

Budget Management:
Assist Director and Associate Director with the development of budgets make budget forecasting recommendations; Assist Director and Associate Director with the establishment of new accounts and funding authorities, as appropriate. Manage all state, foundation, sponsored program (grants), GCRT, and institutional trust funds accounts; Work with Brody School of Medicine Office of Research and Graduate Studies and ECU Office of Research Administration to develop budgets for grant applications for the Institute and Principal Investigators of the Institute; Keep accurate financial records and all documentation to maintain the records in audit-condition at all times; Balance all Institute funds on monthly basis and review documentation with Director and Associate Director, as appropriate.
Provide monthly budget reports for all accounts using various university systems such as ODS, BIC and Banner reports; Assure security of all budgetary information including identifiers of projects and personal information for project personnel; Assist Director in preparing annual fiscal and HR reports using established protocols in collaboration with university and sponsor administrative offices; Submit annual blanket travel forms and all overnight travel for staff, students, faculty, Board Members as needed; Submit travel forms for candidates and consultants as needed; Assure all travel forms and reimbursements are processed within university and grant guidelines and are fiscally compliant; Process all travel reimbursements for staff, students, faculty, Board Members, candidates and consultants; Coordinate travel approvals and reimbursements for Institute personnel who are paid with other department funds; Make all Institute purchases using various methods such as PORT, ProCard and Direct Payment reimbursements; Assure that all Institute purchase are processed within university and grant guidelines and are fiscally compliant; Process allocation of ProCard purchases in Bank of America Works program, and processes all monthly ProCard billing and reports; Assist Director and Associate Director with purchases, Cost Share Payments, printing, follow-up with farmers, or community partners, while maintaining records of payments for grant reporting purposes; Process all Direct Payments and IDTs necessary to maintain and assure accounts are always in audit ready condition; Verify and approve all effort in ERS system, make redistributions, Cost Share or Cost Transfers®, as appropriate and ensures that students, staff and faculty certify their time in the ERS system in timely fashion and meet university deadlines;

HR Management
Complete all contracts for students, coordinate their work schedule and ensure communication flow between student, Institute staff, and Director and Associate Director; Complete all EPAFs for students, staff, and faculty in a timely fashion; Complete all PCFs for staff and faculty as needed in a timely fashion; Maintain all personnel files and records for students, staff and faculty personnel, maintain leave files for permanent staff and faculty and work with HR to assure that all staff records meet guidelines for the State of NC; Maintain records of staff achievements and honors for personnel, Institute, and partners; Maintain role of Super-Admin for the department for university Kronos system; Register and schedule all staff and faculty for staff development opportunities; Train staff on the use of department pirate drive, Kronos system, travel system, and ERS system; Train students on the use of department pirate drive and use of internal tracking forms.

Public Contact and Communication:
Assure that all staff interacts with visitors and Institute contacts with decorum and respect in a formal businesslike manner that establishes a good first impression of the organization; Make appointments for the Director and Associate Director, as requested. Maintain master Institute event calendar; Work with staff and faculty in scheduling Institute outreach/education activities; assist with logistics, as necessary; Coordinate activities to ensure smooth work schedules and appropriate use of the facilities; Assure that literature in the lobby area is up to date, pertains to the mission of the Institute and is displayed appropriately; Assure that public display boards are properly maintained and updated as needed; Keep Director and Associate Director alerted and informed of key events, deadlines and protocols. Compose written communications using standard business protocols; Obtain Director’s review of communication to all senior-level administrative staff and to all sponsors before sending/distributing; Maintain data on the distribution of newsletter, reports, Report any significant complaints or problems immediately to Associate Director and Director; Establish schedule for staff meetings and distributes agenda and all related documents for meetings to staff; Assures that all staff receive internal communications in a timely manner; Process all logistics requirements for Agricultural Medicine Course and other special Continuing Education activities; Schedule and coordinate all Board of Director, Board of Partner and Executive Committee meetings; Attend Board and Partner meetings, take notes, and prepares minutes according to established business protocols; Distribute minutes of Board of Director and Board of Partner meetings in a timely manner; Communicate with potential Institute Members by informing them of the membership process, collection of all required new member packet documentation, processing of EPAF to request Pirate ID, request Email Address from ITCS, request. Criminal Background Check and finalizing packet for approval by Executive Committee; Assure confidentiality of all faculty, staff, partners, and Members of the Institute.

Reports and Records Maintenance:
Assist Associate Director and Director in the development of all reports as requested; Provide databases and reports from databases for use in report writing by Director and Associate Director; Provide information to Office of Research Administration for grant reports as requested by Director and Associate Director; Maintain records of all partners and their activities related to Agromedicine, including directories of partners, members, and associate institutions; Follow university protocols for record maintenance, review and purging; Assist Director with all audit requests by production of records; Document use of Institute databases and outcomes of the sharing of data; Maintain all project records and Institute databases according to protocols provided by funders/sponsors/university; Maintain all financial records as required by university sponsors, and state and federal governments; Maintain records of all Board of Director and Board of Partner meetings; Maintain confidentiality of all Institute records.

Staff Development:
Complete training courses and protocols as recommended or needed to comply with university regulations; Participate in staff development opportunities to improve job performance as needed/directed; Provide training to all work-study students, office assistants, and new staff members regarding office operations and Institute protocols.

Minimum Education/Experience

Bachelor’s degree in business administration or a related discipline; or an 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

Proficient in Banner & Kronos
Pre/post-award management of federal, state and non-profit projects
Knowledgeable of NC agriculture and the diverse populations that make up the agricultural work force
Customer service (internal & external) with community members, students, staff and faculty
Able to multi-task and work independently in a satellite campus location with varying degrees of social interaction

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 Date09/22/2020Job 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. 10/01/2020Open Until FilledNoQuick Link for Direct Access to Postinghttp://ecu.peopleadmin.com/postings/37771Alternate 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) 328-9861 (Voice/TTY) or ADA-Coordinator@ecu.edu.

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 employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What experience do you have with ECU systems? (Banner, PORT, ProCard, 25Live, etc.)

    (Open Ended Question)

  2. * Please indicate where you learned about this job vacancy.
    • LinkedIn
    • Chronicle of Higher Education
    • CareerBuilder
    • Greenville Daily Reflector
    • Raleigh News & Observer
    • InsightIntoDiversity.com
    • HigherEdJobs.com
    • InsideHigherEd.com
    • Monster.com
    • Indeed
    • ECU Website
    • Other
Documents Needed To ApplyRequired Documents
    Optional Documents
    1. Cover Letter
    2. List of References

    Organization

    ECU offers a challenging academic environment and an energetic campus life. We are committed to excellence through a talented and diverse faculty and staff. One of the perks of working at ECU is that you can take up to 9 credit hours of classes per year at no cost to you. There is also a textbook loan program in place available to permanent ECU staff and faculty, or their eligible dependent children or spouse. ECU also offers excellent benefits, including health care and retirement plans, and generous leave time.

    Scholarship. Discovery. Service. Leadership.

    Here, those values are more than just buzzwords. They indicate the wealth of opportunity that ECU students experience while engaging in the rigorous pursuit of knowledge. They define the many ways in which students innovate and forge new paths. They encompass the life lessons our students learn while serving others and improving communities. They emphasize the encouragement our students receive to stand up and lead the way into a brighter tomorrow. http://www.ecu.edu/cs-acad/admissions/whyecu.cfm

    To be a national model for student success, public service and regional transformation, East Carolina University:

    • Uses innovative learning strategies and delivery methods to maximize access;
    • Prepares students with the knowledge, skills and values to succeed in a global, multicultural society;
    • Develops tomorrow's leaders to serve and inspire positive change;
    • Discovers new knowledge and innovations to support a thriving future for eastern North Carolina and beyond;
    • Transforms health care, promotes wellness, and reduces health disparities; and
    • Improves quality of life through cultural enrichment, academics, the arts, and athletics.

    http://www.ecu.edu/cs-admin/chancellor/mission-and-vision.cfm

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