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Job Offer: Administrative Support Associate - Advanced:Rice UniversityJob description:Administrative Support Associate - AdvancedBookmark this Posting Print Preview | Apply for this JobPlease see Special Instructions for more details.» Please ensure your full range of expertise, expertise, abilities, practice and education are listed on your application. Do not write 'see resume' on your application when completing the job tasks section.» If you answer the questions at the end of the application, please ensure your application reflects the expertise, expertise, abilities and practices to support your answers (see job tasks 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 expertise, expertise, and abilities. » candidates must be currently authorized to work in the United States on a full-time basis. Position DetailsPosition InformationJob Title Administrative Support Associate - Advanced Position Number 001100 Vacancy Open to All Candidates Time-Limited No Department Homepage https://www.education.ecu.edu/ Advertising Department COLLEGE OF EDUCATION Division Academic Affairs Classification Title 10421 Admin Support Associate Competency Level 3 - Advanced Working Title Administrative Support Associate- Advanced Number of Vacancies 1 Full Time Equivalent (FTE) 1.0 Full Time or Part Time Full Time Recruitment Range $33,540-$48,857 Anticipated Hiring Range $38,000-$41,895 income Grade Equivalency GN06 Work Schedule Monday-Friday Work Hours 8:00 a.m. - 5:00 p.m. Position Location (City) Greenville Job Category Staff - Office/Clerical Organizational Unit Overview Preparation of professional educators and allied practitioners, including professionals in business and information systems, counseling, electronic media, and librarianship. Significant to the mission of the unit is a strong commitment to three important related areas all of which are realized through partnerships and other endeavors of the university's mission. These three areas are the encouragement and nurturing of professional growth for educators and allied practitioners at all levels and in all areas of the education, the continuing emphasis on support for scholarship, research, creative activity, teaching, staff preparation and the improvement of schools, and the development, creation and cooperative distribution of educational policy for North Carolina. Job tasks Primary administrative support to an associate dean, as well as an adjunct dean, in all matters pertaining to assigned responsibilities in the College of Education. Manages the deans' calendars and sets up appointments/meetings, filters the associate/adjunct deans' calls, communicates with internal/external constituents. manages multiple electronic and actual systems and reports, and handles all travel arrangements. Demonstrates significant expertise of the goals, priorities, commitments of the associate/adjunct deans and operational structure of the college. Applies expertise of the strategic goals, organizational practices. and critical codes, policies, rules, and regulations that impact the work of the associate dean and adjunct deans. Exercises independent judgment and understands the impact of the decisions on the associate and adjunct deans' functions and responsibilities. Coordinates and facilitates solutions with internal and external organizations and constituents within delegated authority for the associate dean and adjunct deans. Performs additional tasks/responsibilities as assigned by Associate/adjunct Deans. Work Coordination (15%): Plans and facilitates the responsibilities of the office and coordinates with the Deans and others to complete this work. This is accomplished by research and analysis, initiating actions and activities to complete everyday workloads. This includes but is not limited to the following: - Schedules all COE sessions planned by Associate/adjunct Deans, which includes inviting special speakers, scheduling and setting up room and equipment, and duplicating and maintaining materials for the monthly seminars for all new faculty, and confirmation with faculty; tracks attendance and reports as necessary - Creates surveys regarding quality/merit of sessions, results, and need for additional/alternative topics - Supports all graduate recruitment, retention, advising processes and initiatives for the associate/adjunct deans - Reviews/monitors COE graduate studies portals and information therein - Maintains, updates/revises and disseminates all graduate programs/certificate contact information to college personnel and others - Coordinates/communicates with internal/external constituents as liaison for associate/adjunct deans - Provides oversight and supervision for associate/adjunct dean's GA and/or student worker - Provides leadership abilities for the COE regarding graduate recruitment efforts by reviewing various recruitment venues, determining value to attend the events, coordinating attendance of associate/adjunct deans at the events, completing registration for the events, preparing and sending written and electronic documents regarding COE graduate programs to appropriate venues. - Provides administrative support to the COE Information technology Division. - Provides backup administrative support to the COE Dean when the Executive adjunct is away, as well as providing backup support when needed to departments in COE. Office Technology(10%): Understands, selects and learns to apply appropriate elements to integrate a variety of software programs, machines or office equipment that will produce the desired results for the tasks assigned. Serves as a resource for others so that the materials they submit will be seamlessly incorporated into the project being undertaken. Examples include (but are not limited to) use of Banner, ecuBIC reports, Faculty 180 database, and Faculty Credentialing. Problem Solving(15%): Researches and may resolve unprecedented problems that require research and review of policies and procedures. Applies judgment for problem resolutions located on delegated authority from the associate/adjunct deans. Examples include determination of project priorities, judgment of whom to call for various everyday issues arising. Provides support to the COE associate/adjunct deans regarding space and facilities. Communication (Written and Verbal)(15%): Responds in a timely manner and accurately to questions/issues that deviate from standard operating procedures by determining and consulting appropriate resources such as policies, manuals, codes, or staff. Responds to requests for program and procedural information. Schedules and coordinates appointments, meetings and events. Works with confidential and sensitive information. Composes written communication using appropriate format. Composes correspondence involving program or operational procedures independently given general instructions, brief summaries or other data. - Researches and gathers data needed by the Deans in preparing correspondence and reports - Assists with promotion and marketing of events and graduate programs for the COE - Provides leadership abilities, guidance to the associate/adjunct dean and COE department chairs regarding retention of students and monitors dashboard to determine enrollment numbers. - Composes a wide variety of correspondence as necessary and proofreads upon completion (i.e., congratulatory letters for faculty accolades) - Screens incoming calls and/or visits to determine if the issue/inquiry needs further research, dissemination to other personnel, transferred to the associate/adjunct deans, or may be handled by this individual. Program expertise(15%): Understands programs structure and services and applies this expertise in problem-solving and in responding appropriately to assigned tasks, questions and inquiries. Uses program expertise to interface with other offices and organizations. Understands and is able to utilize programs and services such as Banner, ecuBIC, Qualtrics, PORT, Faculty 180, Faculty Credentialing, ECU Travel, etc. to efficiently process work within the unit and assist others with questions/inquiries to process information efficiently and effectively. - Serves as resource person for departments regarding graduate adjunctship and student worker contract preparation - Serves as the COE liaison to the ECU Graduate School regarding GA contracts - Provides leadership abilities and guidance to the COE graduate program coordinators regarding COE and ECU Graduate School meetings and serves as the liaison for the COE graduate program coordinators and ECU Graduate School - Provides guidance to the COE faculty and associate dean regarding Faculty 180 - Maintains resource allocations for multiple sources of funding for graduate adjunctships - Provides support for college Graduate Resource Contact by being expertiseable of COE programs and graduate curriculum policies and processes - Facilitates applications and responds to inquiries regarding graduate tuition remissions Information/Records Administration(20%): Records, compiles and summarizes data using established format. Compiles and organizes information from different sources to develop reports and data. Prepares and disseminates reports located on a variety of records, data and other information. - Preliminarily reviews, scans, and maintains faculty portfolios, PADs (Personnel Action Dossiers), annual reports for all personnel actions (i.e., reappointment, promotion, tenure pursuit, and post-tenure review) - Instrumental in providing compliance with personnel actions involving PADs, annual faculty evaluations, and progress toward tenure letters - Supports and maintains faculty credentialing records with Associate Dean; scans, copies, and archives required documentation for faculty credentialing system - Maintains faculty lists (voting, reappointment, promotion and tenure, graduate faculty listing, etc.) - Updates Continuing Professional Development (CPD) opportunities and forwards to new faculty, responding to inquiries regarding need for CPD - Tracks graduate adjunctship budget allocations, hours assigned, EPAF preparation and follow-up - Completes GA contracts for the COE and ECU Lab School and provides compliance for such contracts - Tracks graduate adjuncts' work assignments, results/reports per semester Budgeting(10%): Monitors and reconciles program budget and tracks travel and office expenditures. Monitors and tracks graduate adjunctship funding (Graduate School, department, dean, grant) by creating and maintaining a spreadsheet knowing at all times the status of funding committed and remaining available. Monitors expenses incurred for college level graduate studies, recruiting, retention and advising initiatives for development of budget. Monitors associate/adjunct dean's travel expenditures to remain within allotment. Minimum Education/practice High school diploma or equivalency; or demonstrated possession of the competencies necessary to execute the work. License or Certification required by statute or regulation None Preferred practice, expertise, Training/Education Previous administrative office practice in a university setting. License or Certification required by the Department None Special Instructions to Applicant » Please ensure your full range of expertise, expertise, abilities, practice and education are listed on your application. Do not write ?see resume' on your application when completing the job tasks section. » If you answer the questions at the end of the application, please ensure your application reflects the expertise, expertise, abilities and practices to support your answers (see job tasks 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 expertise, expertise, and abilities. » candidates must be currently authorized to work in the United States on a full-time basis. Job Open Date 07/19/2024 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. 08/06/2024 Open Until Filled No Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/72282 Alternate option If no candidates apply who meet the required competency level and training & practice requirements, then management may consider other candidates. income would be determined located 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 candidates from women, minorities, veterans, individuals with a discapability, and historically underrepresented groups. All qualified candidates will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, discapability, 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 E-Mail: 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 practice any problems accessing the system or have questions about the application process, Contact Us by 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 QuestionsRequired fields are indicated with an asterisk (*).» * Please indicate where you learned about this job vacancy. » Chronicle of Higher Education » CareerBuilder » Greenville everyday Reflector » Raleigh News & Observer » InsightIntoDiversity.com » HigherEdJobs.com » InsideHigherEd.com » Monster.com » Indeed » ECU Website » Other » * Will you now or in the future require visa sponsorship for employment? » Yes » No Documents Needed To ApplyRequired DocumentsOptional Documents» Curriculum Vitae/Resume » Cover Letter » List of References Skills:
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