Administrative Support Associate - Advanced

The Maritime Studies Program ( MSP) is a part of ECU's Department of History. It houses the MA in Maritime Studies, a graduate program sought by individuals wanting careers as maritime historians and underwater archaeologists. Established in 1981, students can study both maritime history and nautical archaeology while concentrating on a single historical period, regional area, or thematic interest. Students can study a combination of courses in maritime history, nautical archaeology, or conservation under the aegis of a single program. The core maritime faculty are active, publishing scholars who engage regularly in maritime fieldwork initiatives with students. We are also members of a History Department with two dozen historians who provide additional instruction and guidance. The underwater archaeology faculty teaches a broad range of courses including material culture, excavation, conservation, archaeological principles, and maritime history. Through summer and fall field schools, students work on diverse submerged and terrestrial maritime historic sites under faculty supervision in the USA and abroad.

Since its inception the Program has graduated almost 400 MA students. Most of our graduates get jobs in the field as contract archaeologists, government cultural resource managers, museum archaeologists, curators, museum directors, national and state park staff, conservators, and teachers at all levels. Qualified students enjoy extensive university support in the form of graduate assistantships and scholarships. These positions supply both teaching and research experience.

The primary purpose of this position is to provide administrative support for the program director, faculty, staff, and students. Additionally, the position provides administrative support to the Department of History Lead Administrator position, and provides travel, invoicing, and student registration support as necessary. This position will utilize exceptional interpersonal and organizational skills and work with the director, faculty, staff, students, and university personnel as well as with the public while maintaining an efficient and organized office. This position will produce letters, reports, and other documents that are accurate and completed in a timely manner. The position uses advanced knowledge of numerous software programs such as Microsoft Office (Word, Excel, PowerPoint, Access) as well as East Carolina University purchasing and administrative programs such as student payroll, student database, and finance systems. The position also will function as the general office manager for the administrative office and the student computer lab, supervise graduate assistants, prepare all building and equipment work order and schedule the MSP's four vehicles.

Interpersonal Skills and Knowledge of the Program:

The Administrative Support Associate is in the Maritime Studies Program ( MSP) and serves as the liaison between the Department of History and the MSP Director. The position is the principal contact for the MSP Director and the MSP and is knowledgeable about all aspects of the program and its graduate degree. The position will also serve as the administrative support for all employees of the MSP, including all faculty and staff positions. The position will take initiative and exercise good judgement in the decisions that represent the work of MSP.

This position will be responsible for screening requests to meet with and/or interview MSP personnel for urgency and content and may need to delegate those requests to others to preserve the time of the Director for those items that need direct attention. This position will work independently and relying own judgement and experience. The position will need to keep the MSP's calendar and inform program members of potential meetings or conflicts in asset use (e.g., vehicles, space, and infrastructure). This position will need to anticipate and resolve program scheduling conflicts. This position will be responsible for interacting with upper-level university officials, Harriot College of Arts and Sciences Administration, and other departments throughout ECU

Budget:

This position will be responsible for working with the MSP director to create a monthly report on MSP expenses. This position will keep track of budgetary costs and keep the director informed of any excessive expenditure and/or concerns with the budget. The position will prepare all travel submissions and documents for the director and all employees in the MSP. Additionally, the position will coordinate purchasing, oversee monthly ProCard reconciliation, and will play a key role in budget management (State funds, foundation accounts, overhead accounts, faculty startup, and grant funds), and special lab fee coordination pertaining to Maritime Studies field schools (i.e., involving coordination between History/Maritime, the Office of Online Learning, Academic Outreach, and Academic Innovation [ OLAOAI], the Cashier's Office, and the Office of International Affairs).

Problem Solving:

This position will serve as the liaison between the faculty, staff, and other administrators and the program director. This position is knowledgeable about all aspects of the MSP and of all the projects occurring in the MSP, as well as state and university policies and procedures. The MSP will be capable of responding rapidly to frequent changes that occur daily therefore, this position must use critical thinking skills, be adaptable and flexible, have a strong work ethic, and utilize excellent time management skills.

Communication:

This position will independently research, develop, and compose materials, text and templates which may include memos and letters for the MSP director. This position will anticipate the needs to initiate written communication to correspondence or report prior to the Director's request.

The position is responsible for overall record keeping activities and processing of forms for the MSP, through the use of Excel spreadsheets. This includes grant management, tracking office and research expenditures, and maintaining databases. This position is responsible for maintaining the files for the MSP. These files consist of minutes and forms, agendas, travel related to MSP personnel and students, and various general and confidential correspondence. This position will be responsible for assisting with any periodic reporting as well as general office assistance, including fielding phone calls and emails, mailings and postage, and gathering supplies for events. This position also serves as the primary point of contact for the completion of graduate student assistantship contracts (department-wide), and plays a critical role in vehicle management (including driver verification, but including facilitating the completion of registration, repair, and inspection tasks), student recruitment, and managing space/infrastructure needs (pertaining to assigned spaces at Eller House, Ragsdale Labs, Bloxton House, and the West Research Campus; includes 1-Card authorization processes at listed locations).

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

None

Experience with Microsoft Word, Excel and PowerPoint.

None

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 budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is an equal opportunity and affirmative action employer who is committed to workforce success and cultivating a culture of care, belonging and opportunity for our faculty, staff and learners and all stakeholders. 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 ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

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.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity 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.