Administrative Support Specialist - Journey

The Department of Surgery is a multi-faceted organization in a complex organizational structure. It is a department within the School of Medicine with the attendant responsibility for medical education and research. The Chair of the Department is also the Chief of Surgical Services for the hospital. The Department includes 36 full time faculty members in the sections of Transplant, Plastic and Reconstructive Surgery, Pediatric Surgery, Surgical Oncology, General and MIS Surgery, and Trauma surgery.

The Department of Surgery at East Carolina University's Brody School of Medicine is currently seeking to hire a full-time Administrative Support Specialist to join their team.

This position will provide comprehensive accounting services, financial reporting, procurement of supplies and equipment, oversight of travel authorization and reimbursements, and coordination of purchasing contracts for the Department of Surgery.

Specific Duties include:

Budgetary Functions:
The position is responsible for gathering, analyzing, reconciling, reporting and monitoring financial and budget data on a monthly, semi-annual and annual basis. The position conducts the monthly financial review for the department, communicating with department leadership as appropriate to identify and resolve errors. This work involves familiarity with university accounting systems, department charts of accounts, appropriate expenses for different fund types, etc.

In addition, the position develops and maintains a variety of reports used for tracking annual or non-recurring expenses which the Administrator uses in the development of the annual budget. Reporting duties require the ability to extract and interpret data from multiple sources and identify and resolve problems. This individual will be proficient in the use of university accounting and purchasing systems and the use of Microsoft Excel for reporting.

Maintaining Emberse:
The position serves as the department expert on travel policies and procedures and will research and interpret policies and communicate with faculty and staff. The position enters travel pre-approval and reimbursement requests, and serves as first expense reviewer, determining the appropriateness of expenses and documentation. The position tracks travel reimbursements to ensure the 30-day submission guideline is met.

Procard Maintenance/Management:
The position holds a university procard and facilitates procard purchasing whenever appropriate. This position supports departmental staff by assisting with Banner security requests, completing monthly ProCard reconciliations, and ensuring all transactions are accurately coded to the appropriate FOAP.

Port/Procurement:
The position is responsible for the procurement of all equipment and supplies for the Department of Surgery. This entails researching order requests and state vendors to find the best pricing, working with vendors to obtain quotes, and knowledge of state purchasing guidelines. This position follows supply and equipment orders through the time of delivery and independently resolves any problems that may arise with delivery, payment or system delays. Some orders are emergent in nature which requires the position to work with vendors to expedite requests.

Fixed Asset Management:
The position maintains the fixed asset report and works with various individuals in the department to tag equipment, update inventory, and appropriately surplus equipment.

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

None

Accounting experience

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 committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.

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.