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Admin Support Specialist-Advanced

East Carolina University
Greenville, NC
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Job Details

Job Title:

Admin Support Specialist-Advanced

Position Number:


Vacancy Open to:

All Candidates



Department Homepage:

Advertising Department:



Administration & Finance

Classification Title:

10422 Admin Support Specialist

Competency Level:

3 - Advanced

Working Title:

Admin Support Specialist - Advanced

Number of Vacancies:


Full Time Equivalent (FTE):


Full Time or Part Time:

Full Time

Recruitment Range:


Anticipated Hiring Range:


Salary Grade Equivalency:


Work Schedule:


Work Hours:

8 am - 5 pm

Position Location (City):


Job Category:

Staff - Office/Clerical

Organizational Unit Overview:

Information Technology and Computing Services (ITCS) is the central agency that supports enterprise-wide computing at East Carolina University. ITCS, through innovative information technology initiatives and service, provides opportunities for the ECU community to excel in teaching, research, and service using state-of-the-market technology and collaborative environments. ITCS is first and foremost committed to providing excellent information technology support for faculty, staff, and students. ITCS partners with campus departments, other universities, and industry to make strategic investments in information technology infrastructure that will help maintain a competitive advantage in administrative applications, faculty research, and outreach to the state and nation. We will achieve this through increasing the core functions and deploying appropriate technology throughout the university.

Client Engagement and Support aids and collaborates with students, faculty, and staff across campus to provide IT services and resources. This unit delivers leadership and support for educational technologies that includes learning management systems; audiovisual (A/V) and videoconferencing technology within classrooms and conference rooms – coupled with telemedicine support; device (computer) support for students, faculty and staff; campus computer labs; enterprise research application tools; augmented/virtual reality solutions (AR/VR); and other emerging technologies. This unit also delivers project management, communications, and technical instruction to ensure IT and University projects and services are delivered successfully while keeping the ECU campus community informed of the latest IT technologies, tools, upgrades and initiatives available to the university.
By providing leadership in all façades of technology we aim to improve the teaching, learning, research, and distance education experience across the institution. Our staff prides itself with supporting the campus community by providing relevant and up to date technology training, and to ensure we are adhering to and executing on the best practices of securing institutional data, IT Accessibility, and integrating Universal Design for Learning.

Client Engagement and Support consists of the following teams: Learning Platforms; Student Services (Computer Labs and Pirate Techs); A/V Design and Engineering; Client Services and Support (A/V Services and Support, Research and Multimedia Services, Communications and Technical Instruction and IT Asset Management); Project Management Office; Service Management (Help Desk, Desktop Technologies Support and ITSM & PPM Services and Support).

Client Services & Support (CSS) is a member of the Client Engagement & Support (CE&S) unit within Information Technology and Computing Services (ITCS). This team collaborates with faculty, staff, and students to provide resources and support for educational technologies including but not limited to audiovisual technology in conference rooms and classrooms, clinical and proctoring recording support, instructional technology consultants (ITC) for Brody, managing software licensing and contracts, technology support for Laupus Library, video conferencing including the support of telemedicine, research tools such as Qualtrics and Redcap, multimedia services including virtual reality, and other emerging technologies.

Job Duties :

Manages the IT Asset Management (ITAM) Team
Manages the day-to-day operations of the ITAM Team by monitoring provision of services provided by the team; developing procedures and guidelines; confirming adherence to ITCS technical standards and security procedures; and coordinating project management on scheduling and reporting of team effort on shared activities and campus-wide projects. Participates in annual financial reviews, operational and strategic planning, and other departmental leadership team activities. Supervises, develops, mentors, and supports a team of highly skilled ITAM technicians. Monitors the university’s work order system to track client requests and technical issues. Ensures productivity and makes certain assigned duties are completed. Develops workflow for staff that make the most efficient use of their time and accomplishes on going objectives. Sets work standards, insisting on an excellent level of service for all clients (both external and internal). Evaluates team workloads and adjusts as appropriate.

IT Asset Management and Reporting
This position is responsible for ensuring the administration and maintenance of IT asset inventory for the university by maintaining accurate and up-to-date inventory documents for audit review. This position independently complies, analyzes, assimilates, and composes information into varying software applications and systems for information and recordkeeping purposes. This position is responsible for content review, accuracy, quality, and timelines, requiring in-depth knowledge and interpretation of subject matter content. Responsibilities include but are not limited to creating and maintaining inventory system data; verifying data; summarizing and reconciling information for financial data, records management, claims review and process; data collection and analysis; and research and inventory. This also includes maintaining a current knowledge of software or hardware changes and planning changes appropriate in response to business needs. Managing and tracking software licenses; reviewing and managing IT resource volume; and expenditure purchase agreements. This position is responsible with ensuring accurate tagging, documentation gathering and data entry of assets including new purchases, donations, and replacements as well as updates/changes of existing records (due to a move, surplus, etc.) in the IT asset management system.

Documentation and Administration
Follows guidelines, answers inquiries, and advises others regarding processes, services, and operations. Communicates with management regarding non-standard situations for guidance and direction. Communicates expectations to other employees, which may include formal/informal training sessions. Creates and maintains documentation for recurring job responsibilities so that when the person in this position is not available, essential duties can be performed by another team member. Identified needed knowledge, seeks out and applies that knowledge to communicate effectively.

Surplus of Property
This position is responsible for processing the surplus of ITCS IT hardware assets by following ITCS and university guidelines and procedures for disposing of state property. This includes following procedures for transfer of equipment within the university, surplus, returning damaged or defective equipment and trade-in processes by obtaining accurate descriptions, model numbers and any pertinent information pertaining to items, including photos for reporting purposes. Maintain records for all transactions and updates the asset management system.

Project Management
Demonstrates ability to be a project team member to provide accurate project documentation and perform inventory lifecycle management activities associated with hardware and software changes within the project. Utilization of project management software and methodologies is required to manage projects.

Employees are required to adjust their standard work schedule to meet the requirements of their position, which includes and not limited to evening and weekend hours to perform scheduled and unscheduled workload requirements to maintain University operations.

Minimum Education/Experience:

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

License or Certification required by statute or regulation:


Preferred Experience, Skills, Training/Education:

An in-depth knowledge and understanding of the hardware and software lifecycle management; best practice asset management procedures; work in a rapidly changing environment; and the ability to maintain confidentiality. This individual should also possess excellent oral and written communication skills, attention to detail, and the ability to work as an independent, productive, responsible, self-motivated member of a team in high-pressure situations. This position involves a great deal of public contact in serving as the primary resource for inventory management and demands a high standard of customer service; so, this individual should have excellent customer service experience.

Five years of experience in business administration preferable with strong knowledge and skills related to the area of work.

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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