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East Carolina University · 1 month ago

Administrative Support Specialist - Journey

Greenville, NC

Full-time

Onsite

Entry, Mid Level

$35K/yr - $49K/yr

1+ years exp

East Carolina University is seeking a full-time Administrative Support Specialist to join their Department of Surgery. The role involves providing comprehensive accounting services, financial reporting, procurement of supplies and equipment, and oversight of travel authorizations and reimbursements.

Responsibilities

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

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

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

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

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