Administrative Support Associate - Advanced

It is the mission of the Department of Pediatrics, East Carolina University School of Medicine, to provide exemplary medical education/training of physicians in pediatric medicine at the undergraduate and graduate levels. Additionally, it is the mission of the department to provide model comprehensive primary and consultative subspecialty care to children of eastern North Carolina, to advance scientific knowledge through basic and clinical research, and to provide continuing medical education opportunities for physicians in the region. The achievement of this mission requires a full faculty commitment to the goals and operations of the Department of Pediatrics, the East Carolina University School of Medicine, and East Carolina University.

The Division of Pediatric Hematology/Oncology is recruiting an Administrative Support Associate to work as the Office Manager. The major purpose of this position is to oversee the day-to-day administrative needs of the division.
* Responsible for the oversight of the division's email, mail services, social media content, as well as developing a monthly newsletter.
* Utilize social media and newsletter platform analytics to strategize future communications to optimize division exposure.
* Responsible for the set-up of all division's weekly team meetings and related planning/committee meetings.
* Takes initiative in event planning for all division's patient advocacy/education events.
* Responsible for the creation of event and promotional flyers for all of the division's activities. * Analyzes and monitors the fiscal activities within the division. Responsible for maintaining reports to track and confirm expenses.
* Works to improve efficiency and effectiveness in financial activities of the division.
* This position conducts budget related education/training sessions for faculty and administrative support staff to keep everyone up to date on all procedures and policies.
* Monitor and update the division's CME fund that is allocated for Physicians and APPs.
* Responsible for reviewing and approving all pre and post travel forms that the division's administrative assistant processes. Will serve as a backup to the division's administrative assistant on all travel and office supplies purchases.
* Independently assess, and problem solve issues that arise in a timely, effective, and professional manner. Will communicate if further assistance is needed with supervisor, or appropriate parties.
* Responsible for oversight of all components of the grants cycle, including pre-award budget development, post-award monitoring, and grant closeout procedures, when applicable - excluding HTC/ SCD/Research.
* Coordinates grant management including submission of progress reports, renewals, and any other request as needed.
* Devises effective systems of record keeping in accordance with the needs of the division and policies of the department and University.
* Ensures timely submission of any individual reports needed for employees to the Department, HR, or related offices. Includes, but not limited to; MTE.
* When needed, this position confers with the department and/or human resources to ensure that University guidelines are followed. This position is responsible for the direct supervision of support staff member(s) which include the following: Administrative Support Associate (964501).
* This position is responsible for the appropriate delegation of work to support staff, employee performance evaluations, and resolution of performance issues.
* This position generates, updates and maintains job descriptions for support staff positions in assigned divisions.
* Manages the hiring process for all CSS vacancies.

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

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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.