"Administrative Support Specialist - Journey"

Administrative Support Specialist - Journey

Position Number: 969045

Full Time or Part Time: Full Time

Job Category: Staff - Office/Clerical

Organizational Unit Overview:

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.

Job Duties:

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.

Minimum Education/Experience:

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

License or Certification Required by Statute or Regulation:

None

Preferred Experience, Skills, Training/Education:

Accounting experience

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.

Job Close Date: 1/7/2026

Open Until Filled: No

To apply, visit https://ecu.peopleadmin.com/postings/90808