Administrative Support Associate - Journey

The Admissions Office at The Brody School of Medicine at East Carolina reviews and evaluates hundreds of North Carolina applicants each year and selects applicants to fill the entering class of 100 students. For over 40 years, the School of Medicine has met the challenge given to us by the State of North Carolina: to provide medical care to the Eastern Region of the State, to educate the people of North Carolina (particularly those who come from disadvantaged backgrounds or groups which are under-represented in medicine), and to train physicians to care for the citizens of the State.

The Admissions Office is responsible for processing all the applications to the medical school, counseling premedical students and unsuccessful applicants, and performing a variety of administrative functions for the school.

The Brody School of Medicine Admissions office at East Carolina University is currently seeking to hire a full time Administrative Support Associate to join its team. Duties of this position include:

Office Operations (15%) - This position manages the general office operations including: ordering supplies, processing mail and email communications, processing travel; pro-card purchasing and reconcilement; maintaining office files; and any day-to-day activities necessary to keep the admissions office running efficiently.

Communication (15%) - This position possesses the necessary skills and knowledge to effectively anticipate and negotiate solutions for potential problems that may arise related to students and the Office of Admissions. This position responds to routine questions and concerns as they arise and seeks guidance on how to manage atypical situations. This position interacts effectively and professionally with prospective and enrolled students, BSOM staff and faculty, as well as with external professional organizations, corporate partners, food and beverage service providers as well as patients, potential donors and campus colleagues. The position uses discretion and judgment in their responses to these individuals to ensure that the communication is handled in a professional and courteous manner. This position composes correspondence for the Associate Dean and has a thorough and broad working knowledge of matters involving the Office of Admissions.

Planning and Organizing (25%) - This position assists with planning and coordinating the many tasks and activities for the Office of Admissions, coordinating and tracking tasks and events to ensure they are completed satisfactorily and in a timely manner. This position maintains responsibility for coordination of a number of designated events (e.g., Interview Days, Admitted Student Day/2nd Look, other events as needed) from start to finish. This position manages the Associate Dean's calendar and maintains flexibility as time sensitive matters arise. This position identifies topics and prepares agendas for various meeting as well as monitors, attends, and prepares minutes for these meetings. Additionally, the position prepares advance materials for upcoming meetings, as agreed upon the Associate Dean. In order to accomplish the above tasks in an effective and efficient manner, this position organizes and prioritizes the various projects and responsibilities that are within the purview of the Associate Dean.

Administrative Duties (45%) - This position maintains application materials and processes applications in collaboration with the efforts of other staff members. Specifically, this position reconciles application fees; updates MCAT scores; processes residency status; processes interview sheets; processes transcripts and LORs; and complete applicant updates in AMCAS. Applications are reviewed for completeness and submitted to the assistant director and/or the director of admissions for further review. This position plays an active role in coordinating the interview schedule and is responsible for: creating and processing necessary items for applicants and committee members; coordinating and managing lunches; and communicating interview details with applicants. This position also provides administrative support to the Early Assurance (EA) program. This includes - organizing communications, meetings, and program interview days; coordinate program logistics; and provides direct support to EA program leadership.

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

None

Experience in an educational setting is preferred.

Basic bookkeeping skills is preferred.

Experience with ECU systems (Banner, PORT, ProCard, Online Travel System) and Microsoft EXCEL, WORD, ACCESS, and SharePoint is also preferred.

None

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 an equal opportunity and affirmative action employer who is committed to workforce success and cultivating a culture of care, belonging and opportunity for our faculty, staff and learners and all stakeholders. All qualified applicants will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, or veteran status.

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.