Administrative Support Specialist - Journey

The Division of Administration and Finance is ultimately responsible for all financial and administrative activities of East Carolina University and its affiliated Foundations. The Division consists of Financial Services, Campus Operations, Information Technology and Computing Services, People Operations, Success and Opportunity, Environmental Health and Campus Safety, Auxiliary Services and various support activities related to the ECU affiliated Foundations. The Division is led by the Vice Chancellor of Administration & Finance. The Vice Chancellor is responsible for oversight of the policies, personnel, budgets, and administrative activities of all operations at East Carolina University and its affiliated Foundations. This division is a service provider in support of academic, research, and outreach missions of the University. Within the Division, Financial Services is responsible for financial activities of East Carolina University and its affiliated Foundations. The mission of Financial Services is: To provide for the financial needs of the University and its Foundations in a customer-oriented, friendly environment while assuring the proper stewardship of all fiscal resources.

This position serves under the general direction of the Travel & Expense Reimbursement Supervisor and functions as the Admin Support Specialist for all travel & expense reimbursement processing. The Administrative Support Specialist will be cross trained in accounts payable and ProCard processes and will support either area when deemed necessary by the supervisors. Customer Service is a top priority for this position. This position will interact timely and courteously with all customers and will set priorities and work independently.

Travel and Employee Reimbursement:
This position utilizes Chrome River (Travel and Employee Expense Reimbursement system) to review and approve travel, ProCard and other employee reimbursement expense reports in accordance with University policies, and serves a primary point of contact for providing guidance to the campus community on travel and ProCard policies & procedures. This position is responsible for the daily operations of reviewing, approving, and processing various employee, student, candidate, and individual contractor travel & reimbursement reports. This includes reconciling backup documentation to ProCard & reimbursement requests and collaborating with both individuals & departments to resolve issues related to the supporting documentation.

Accounts Payable:
This position utilizes Banner (Enterprise Resource Planning system), PORT (Purchase Order system), Greenphire (research participant payment system), and Xtender (record retention system) systems to process accounts payable payment transactions. Job duties include processing direct payments, purchase order payments, standing order payments, e-invoices, contractual service payment requests, and honorariums. This position is also responsible for identifying potential foreign national tax liabilities and analyzing potential state tax withholding liabilities, as well as computing discounts and collaborating with vendors and departments to resolve issues with invoices. Additionally, this position works with ECU's Department of Materials Management on purchase order issues and retrieving information from PORT, as well as with various departmental research coordinators on setting up profiles within Greenphire.

This position applies knowledge of various Federal, State, and University regulations to complete job responsibilities. This position works cooperatively and interactively with University staff in Accounting Services, Budget and Athletics Fiscal Affairs, the Office of Research Administration, Systems Coordination, ITCS, Health Sciences, and the various customers of the University's divisions and foundations.

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

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Microsoft Office proficiency (particularly Outlook, Excel, and Word). Strong customer service, communication (verbal and written), analytical, and technical skills are preferred, as is prior travel/reimbursement system experience and experience with an advanced ERP system. The ability to multi-task, set priorities and work independently is desirable.

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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 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.