Administrative Support Associate - Advanced

Administrative Support Associate - Advanced

Position Number: 937453

Full Time or Part Time: Full Time

Anticipated Recruitment Range:

Position Type:

Job Category: Staff - Office/Clerical

Organizational Unit Overview:

East Carolina University is an emerging national research university with an enrollment of nearly 27,000 students. The University offers 84 bachelors degree programs, 71 masters degree programs, 18 doctoral degree programs, and 82 departmental certificates. The University is comprised of 10 academic colleges/schools including a medical and dental school. East Carolina University is located in Greenville, N.C. It is within two hours driving distance of the Atlantic Coast to the east and the Research Triangle area of Raleigh, Durham, and Chapel Hill to the west. The College of Health and Human Performance is home to six academic departments. There are excellent opportunities for interdisciplinary research collaborations within the College and across the University. The College employs pre- and post-award grant specialists and two full-time instructional technology consultants. More information can be found at the College website: https://hhp.ecu.edu/

The School of Social Work offers two academic degree programs, a Bachelor of Social Work and a Master of Social Work. The MSW program is among the highest enrollment graduate programs at ECU and is offered in-person and online. Along with our degree programs we also offer Graduate Certificates in Substance Abuse and Gerontology and a pathway to state licensure in school social work. More information can be found at the Schools website: https://hhp.ecu.edu/socw

Job Duties:

This position will serve as the first point of contact for the School of Social Work while providing direct administrative support to the Director. This role delivers core administrative and student support services and ensures consistent operational oversight necessary to maintain accreditation compliance and continuity of accredited programs. Additionally, the position supports adherence to Council on Social Work Education (CSWE) Accreditation Standard 4.4.2, which requires BSW and MSW programs to maintain sufficient support staff to effectively carry out educational activities and fulfill the programs mission.

Program management (65%)

• Manage accurate and up-to-date program data, including enrollment, alumni outcomes, field placements, and student success metrics.
• Manage field placement documentation including MOUs with field placement sites.
• Prepare reports and documentation to support accreditation requirements (e.g., CSWE standards).
• Analyze program trends, including retention, graduation rates, and post-graduation placement outcomes.
• Support program assessment and continuous improvement efforts through data tracking and reporting.
• Assist curriculum committees by scheduling meetings, preparing meeting materials, organizing agendas, and documenting meeting minutes.
• Compile and organize materials for accreditation reviews and site visits.
• Track and manage recruitment materials and branded promotional items ("swag"), and initiate orders as needed to maintain adequate inventory to support outreach efforts.

Communication (20%)

• First point of contact for inquiries regarding the School of Social Work via phone or email; Serve as a primary liaison between students and faculty and administrators for day-to-day program needs and communications.
• Maintains SOCW@ecu.edu email account by checking daily, answering basic questions about the School, and forwarding specific inquiries to the appropriate faculty or staff members.
• Address issues with physical surroundings (maintenance requests for offices, classrooms, etc.).
• Always provide critical in-person office coverage, with particular importance during peak periods, to ensure timely responses to in-person and electronic student inquiries and support program operations.
• Execute proper retention of documentation by filing, archiving, and shredding documents as necessary.
• Maintain office equipment and ensure repairs are made when necessary. Monitor photocopier access, supplies, and maintenance.
• Distribute incoming/outgoing mail.
• Update and maintain the Schools SharePoint account.
• Organize and maintain storage areas.
• Reserves spaces for School meetings and events (both on and off campus).
• Coordination of School events including room set up, managing invitations, and scheduling, purchasing and organizing meals.
• Coordinate payment of memberships to CSWE, BPD, etc.
• Submit and track work order requests to ensure timely resolution of facility, technology, and operational needs
• Provides real-time technical and logistical support during meetings (e.g., managing virtual platforms, sharing content, monitoring audio/visual functionality)
• Other Duties: Serves on Administrative Teams

Personnel-related (5%)

• Collaborate with the Personnel Coordinator in POSO on all documentation for Personnel actions.
• Collaborates with the Personnel Committee to ensure materials are prepared and submitted for committee review and adhere to policies.
• Collaborate with the Personnel Coordinator in POSO to support administrative processes related to graduate students.
• Collaborate with the Personnel Coordinator in POSO on EHRA/SHRA matters.
• Supports the Director in coordinating and managing internal review process tracking (i.e. Tenure track-Promotion- Post Tenure Review).
• Coordination of faculty and staff hiring interviews such as scheduling, meals, itinerary and travel logistics.

Budget (10%)

• Maintains the School of Social Work operating and priority budgets, including state and non-state accounts.
• Liaison to the Deans Office for regular financial reporting.
• Reconcile ProCard monthly in Chrome River.
• Serves as a resource to faculty on financial matters.
• Processes and audits all travel reimbursements.
• Serves as the primary purchasing agent in the school, using PORT to open and manage purchase requisitions.
• Use PORT and Banner when needed for ordering supplies and budget inquiries.

Contingent on Available Funding

Minimum Education/Experience:

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

License or Certification Required by Statute or Regulation:

None

Preferred Experience, Skills, Training/Education:

• Excellent communication, organizational, written, and time management skills
• Ability to work independently and as a team player
• Knowledge of budgeting, basic accounting, and human resources
• Knowledge of Banner, MS Office Suite, purchasing

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.