Administrative Support Specialist - Journey

The Department of Microbiology and Immunology is a distinguished research and teaching facility of East Carolina University School of Medicine, consisting of approximately 50 people. This department provides an academic base for teacher-scientists employed by the School of Medicine at East Carolina University in the disciplines of microbiology, immunology, molecular biology, and other related disciplines. The department provides instruction to medical students and dental students, and provides instruction, guidance, and research experience to Ph.D. and M.S. students seeking degrees in microbiology and immunology. The department also offers a postdoctoral research training program. The department supports an array of faculty-directed research programs of which many are supported by extramural grants and/or contracts. The department provides service to the school, university, state, nation, and to the profession through the activities of faculty members on committees, study sections, in professional organizations, as consultants, and through other activities.

The primary purpose of this position is to compile, analyze, present, and track all financial activities of the department to ensure accounting principles conform to the University, State, Federal, and industry standards. This position is responsible for managing the budget, which involves continuous financial planning, tracking, and auditing of accounting transactions to ensure department goals are met. This position formulates the annual budget with minimal supervision from the Departmental Chairman and the Supervisor. Monthly budget reports, a minimum of 16 grant reports, animal housing, animal invoicing, library invoicing, and various other interdepartmental invoicing reports are reviewed by this position.

Duties and responsibilities for the position include: monthly budget meetings with the department chair, budget preparation; purchasing; monthly posting and tracking of animal housing, animal purchases, travel reimbursements to include (faculty, staff, seminar speakers, outside visitors), honorariums, review of monthly financial reports; the design and implementation of various special reports to monitor the financial activity of the Department; and a myriad of routine accounting duties used in most business offices. A thorough knowledge of the ECU Financial Records System, Travel Manual, Medical Foundation Policy, and the Business Manual is mandatory. This position functions as an extension of the Departmental Chairman and must exercise appropriate independent judgment.

This position organizes the workflow and initiates changes as necessary to accomplish departmental functions. Substantial independence is delegated to this individual with departmental guidelines. Examples include: decision-making on current and future budgets, authority to allocate incoming funds into different accounts and different lines for the state budget, and a minimum of 16 grants. Purchase requisitions from departmental supervisors are reviewed, approved, and this position decides which account to use for each purchase. Daily monitoring of faculty grants for auditing of expenditures is a primary part of this position, with interaction between the OSP office, grants, and administration, principal investigator, granting agency, and department chairman. Decisions are made to help reduce costs, and recommendations are presented to the Chairman and other faculty and staff during the year and for year-end purchases for state and grant funds.

This position's activities are performed without direct supervision. This position schedules planning and status meetings with faculty and staff to bring up-to-date issues on purchasing, special accounting, and budget activities within the Department for state and grant funds.

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

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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 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.