Administrative Support Associate - Advanced - Wanchese

Job description

Job Title:

Administrative Support Associate - Advanced - Wanchese

Position Number:


Vacancy Open to:

All Candidates



Department Homepage:

Advertising Department:



Academic Affairs

Classification Title:

10421 Admin Support Associate

Competency Level:

3 - Advanced

Working Title:

Administrative Support Associate - Wanchese

Number of Vacancies:


Full Time Equivalent (FTE):


Full Time or Part Time:

Full Time

Recruitment Range:

$31,200 - $45,447

Anticipated Hiring Range:

$31,200 - $38,000

Salary Grade Equivalency:


Work Schedule:


Work Hours:


Position Location (City):


Job Category:

Staff - Office/Clerical

Organizational Unit Overview:

Founded in 2003 by the University of North Carolina system to (1) conduct research (2) offer educational opportunities and (3) provide outreach in coastal and marine science and management to a wide variety of audiences. Coastal Studies Institute facilities provide researchers with an eastern NC platform and base for conducting new research or extending the scope of ongoing work.

Coastal Studies Institute is a multi-university, a collaborative institute dedicated to understanding and improving the coastal environment and its communities through integrative, location-based research, education, and community engagement. The programs of the institute are as follows: Estuarine Ecology & Human Health; Coastal Engineering & Ocean Energy; Coastal Processes; Public Policy and Coastal Sustainability’ Maritime Heritage and Public Education and Outreach.

Job Duties :

Provide reports and input with budget development; report to Business Officer and Director of Coastal Studies Institute (CSI) budget balances and other financial information as requested; convey important university policy information to staff. Regular communication and collaboration with Business Officer at CSI. Point person to the public to obtain, clarify or provide general information regarding the development of the institute and answer questions as appropriate – by telephone receptionist, contacting clients and vendors, scheduling and coordinating meeting and events, providing assistance with presenting at the workshop, community meetings, and internal meetings – provide answers to requested information regarding other state agencies housed at the institute. Support includes communication with faculty, receipt, and organization of quarterly reports, and maintaining electronic documents and records in an organized and secure manner. Works with Business Officer, Director of NC Renewable Ocean Energy Program (NCROEP) and the Executive Director of CSI to develop data reports that accurately demonstrate key metrics of program performance. Assist NCROEP Director with Correspondence to PIs. Maintain the RFP for Annual Award Proposals; keep a record of awarded proposals, collect quarterly reports and disburse to NCROEP Director and Technical Advisory Committee.

Financial Management – Completes financial transactions, processes, and practices for assigned areas, including processing journal vouchers, budget transfer, and purchasing. The person in this position has to have general knowledge of the organization’s accounting and budget procedures. Assist in processing transactions associated with State operating budget and grant monies; assist in the procurement of supplies and equipment; assist with Institute fixed assets. Processing travel paperwork, making travel arrangements as requested, and assisting faculty and staff with ECU travel process software. Prepare reimbursements and monitor office expenditures. Purchasing, for CSI operations and faculty, needs through universities’ software systems. Review budgets for travel preparation for staff and faculty. Knowledge of and compliance with ECU purchasing guidelines. Organize and prepare monthly vehicle mileage and gasoline usage charges for reimbursement.

Records, compiles, and summarizes data using established formats-compiles and organizes information from different sources to develop reports and data, including information on State and grant budgets. Understands general operations of the institute, including staff and program responsibilities. Selects understands, and fully applies features of a variety of software programs, machines, or office equipment that will assist with the position. Keeps records of space occupancy manage key requests and maintains/updates records of key holders.

Planning and Organizing- Support includes communication with faculty, receipt, and organization of quarterly reports, and maintaining electronic documents and records in an organized and secure manner. Assist with planning and execution of workshops, open house, and community events as needed. Responsible for planning and implementing CSI Board of Directors meetings to include drafting meeting minutes, travel for CSI BOD, coordinating board appointment letters, and maintaining information and appointment terms. Attendance at board meetings is required, preparing minutes, and maintaining records of all meeting minutes electronically. Answering Institute main telephone and providing call direction and message support for the Institute; coordinating and maintaining electronic office/Institute calendars, including ECU software 25Live for recording academic space use. Enter daily/weekly/semester and special events in campus calendar (internal and 25Live ECU system wide calendar). Check daily for updates/deletions. Work with IT Specialist for IT needs for event. Inform facilities for assistance on room preparation (furnishing). Work with NCROEP Director and Associate Director to help plan and carry out logistics for the annual conference.

Minimum Education/Experience:

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

License or Certification required by statute or regulation:


Preferred Experience, Skills, Training/Education:

Graduation from high school or equivalent combination of education and experience. Knowledge, skills, and abilities gained through previous office assistance and program planning. Experience which demonstrates the ability to work independently, handle and organize multiple tasks, and prioritize work assignments with minimal supervision. Excellent customer service skills experience. Experience with university or state business processes and procedures are preferred.

License or Certification required by the Department:


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 Open Date:


Job 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. :


Open Until Filled:


Quick Link for Direct Access to Posting:

Alternate 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.


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) 737-1018 (Voice/TTY) or [email protected].

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 [email protected] Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 6/3/2021
Application Due: 6/15/2021
Work Type: Full Time