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Student Services Specialist - Advanced

East Carolina University
Greenville, NC
Closing date
Jun 28, 2021

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Administrative Jobs
Institutional & Business Affairs, Health & Medical Services, Student Affairs, Student Activities & Services
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Job Details

Job Title:

Student Services Specialist - Advanced

Position Number:


Vacancy Open to:

All Candidates



Department Homepage:

Advertising Department:



Health Sciences

Classification Title:

13150 Student Services Special

Competency Level:

3 - Advanced

Working Title:

Student Services Specialist - Advanced

Number of Vacancies:


Full Time Equivalent (FTE):


Full Time or Part Time:

Full Time

Recruitment Range:

$31,200 - $71,236

Anticipated Hiring Range:

$57,000 - $58,300

Salary Grade Equivalency:


Work Schedule:


Work Hours:


Position Location (City):


Job Category:

Staff - Office/Clerical

Organizational Unit Overview:

The Academic Affairs Division supports the mission of the Brody School of Medicine by encouraging excellence and innovation in teaching, research/scholarship, student development and community engagement as we strive to prepare students for a lifetime of professional and community contributions in a culturally diverse world. BSOM’s faculty and staff include outstanding physicians and scientists all of whom are enthusiastically committed to providing BSOM’s students with a quality medical education.

The mission of the Office of Student Affairs is to create a supportive environment in which medical students may develop personally and professionally, and to maintain records of students’ accomplishments toward their medical school requirements.

Job Duties :

Residency Match:
-BSOM liaison for the AAMC Electronic Residency Application Service (ERAS)
-BSOM liaison for the National Resident Matching Program
-maintain up-to-date information for staff and students on the latest training and information regarding the residency match process
-facilitate the Match 101-104 curriculum with the Dean of Student Affairs
-direct the BSOM Dean’s Workstation for ERAS (oversight to students and staff that use the platform)
-oversight of the distribution of Match Data to BSOM and media

National Board of Medical Examiners:
-primary liaison
-verify that various staff are aware of score reports and are following through with associated duties
-verify that staff and other offices are aware of testing issues that require individualized interventions and planning
-update appropriate personnel as to changes in student schedules created by testing issues

Oversight of Student Organizations:
-liaison to the ECU Office of Student Involvement and Leadership
-oversight of the staff that maintains accurate student organization records
-oversight of the staff that advises student leaders on ECU policies regarding student organizations, and the yearly elections with student leaders
-oversight of staff that maintains OrgSync information and activity payments

Budget Creation/Oversight:
-oversight of staff that handles the office budget, invoices, payments
-final reviewer/oversight of the yearly budget submitted to Academic Affairs
-oversight of the staff members that use the UStore for payments (registrar, visiting students fees)

Institutional Contracts:
-oversight of staff that sets up contracts between medical institutions
-directs staff that verifies student credentials and training that are required to function in the clinical space at Brody and other institutions

Department Communication:
-spokesperson for the Office of Student Affairs in regards to inter-department communication
-maintain excellent working relationships with the Office of Medical Education, the Office of Admissions, the Office of Student Development and Academic Counseling, the Office of Diversity, the Simulation Center, the Office of Prospective Health, the Administration of Academic Affairs, Clerkship and Course Directors and Coordinators, the Student Involvement and Leadership Office, the Vidant Parking and Security Office, the 1 Card Office, Student Health Services, the Office of the BSOM Registrar, the BSOM Telecommunications Office, the BSOM Office of Risk Management
-oversight of staff that prepares outgoing BSOM and University-wide electronic and paper advertisements/information/announcements
-oversight of staff that maintains the BSOM Student Affairs website

Oversight of the Brody registrar (Student Scheduling and Academic Records):
-oversight of the Brody registrar (includes meetings with the main ECU registrar to resolve issues)
-advises the Office of Medical Education regarding the annual academic calendars

Supervision and Training:
-plan, monitor, and evaluate the work of the staff to ensure that the office mission and goals are met
-counsel office staff concerning performance and personal conduct, and develop corrective plans when necessary
-responsible for the evaluation of the staff and sign-off of timesheets

Event planning:-give oversight and guidance to staff who plan, organize and execute major events (Graduation-Senior Check-Out Week, Match Day, BSOM Convocation, Awards Ceremony, White Coat Ceremony, Talent Show, String of Pearls) these are LARGE events needing SIGNIFICANT short and long-range planning skills as well as the ability to work collaboratively with multiple other entities/offices.

Minimum Education/Experience:

Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

License or Certification required by statute or regulation:


Preferred Experience, Skills, Training/Education:

Possess a Bachelor’s Degree and have three years of experience working with students in a Higher Education setting.

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.
  • Applicants must be currently authorized to work in the United States on a full-time basis.

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.


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.

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.

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