Organizational Unit Overview
East Carolina University is known for the highly-skilled and compassionate graduates it produces across the spectrum of health professions. The division is equally renowned for its commitment to serving and improving the health of the citizens of eastern North Carolina in partnership with regional providers. The health science campus is comprised of the Brody School of Medicine, College of Nursing, College of Allied Health Sciences, School of Dental Medicine, ECU Physicians, William E. Laupus Health Sciences Library, East Carolina Heart Institute, East Carolina Diabetes and Obesity Institute, Center for Health Disparities, and the NC Agromedicine Institute (‘the Institute’). Institute Director reports directly to Associate Dean and Chair, Foundational Sciences and Research. The mission of the Institute is to promote the health and safety of farmers, fishermen and foresters through research, prevention/intervention and education/outreach.
Job Duties
20% -
Public Contact and Communication:
o Explains and interprets Institute programs faculty, staff, students, administrators, community partners and the general public; responds to routine and non-routine inquiries.
o Explains and interprets state, University and Institute policies and procedures using standard formats; communicates factual information, general guidelines and standard procedures.
o Advises Institute Director, Associate Director, faculty, staff and students in matters related to operations; replies to routine and non-routine inquiries.
o Communicates interpretative information that spans across fiscal, programmatic and operational areas.
o Assures that all staff interact with visitors and Institute contacts with decorum and respect in a formal businesslike manner that establishes a good first impression of the organization
o Makes appointments for the Director and Associate Director, maintains Director Calendar
o Assists with coordinating, scheduling and staffing non-project specific outreach events, as requested by the Director
o Coordinates activities to ensure smooth work schedules and appropriate use of the facilities
o Assures that literature in lobby area is up to date, pertains to the mission of the Institute and is displayed in an appropriate manner
o Assures that public display boards are properly maintained and updated as needed
o Keeps Director and Associate Director alerted and informed of key events, deadlines and protocols.
o Composes written communications using standard business protocols. Obtains Director’s review of communication to all senior level administrative staff and to all sponsors before sending/distributing.
o Maintains data of the distribution of newsletter, reports,
o Reports any significant complaints or problems immediately to Associate Director and Director
o Establishes schedule for staff meetings and distributes agenda and all related documents for meetings to staff.
o Assures that all staff receive internal communications in a timely manner
o Coordinates logistics as needed for Agricultural Medicine Course and other special Continuing Education activities
o Schedules and coordinates all Board of Director, Board of Partner and Executive Committee meetings
o Attends Board of Director and Board of Partner meetings, take notes, and prepares minutes according to established business protocols
o Distributes minutes of Board of Director and Board of Partner meetings in a timely manner
o Communicates with potential Institute Members by informing them of the membership process, collection of all required new member packet documentation, processing of EPAF to request Pirate ID, request email Address from ITCS, request criminal background check and finalizing packet for approval by Executive Committee
o Assures confidentiality of all faculty, staff, students, partners, and Members of the Institute

15%
General Office Management:
o Manages a variety of business and records functions; performs research, data collection and analysis of information.
o Interprets policies and procedures to facilitate and ensure the application of sound business practices.
o Serves as a key liaison among the Institute and work units external to the Institute both on campus and at partner universities; integrates policies and procedures with other units, as appropriate
o Identifies, assesses and resolves problems that require research and review of policy and procedures.
o Assists Director with management and operational activities, as needed; coordinates and directs office activities; develops new processes or procedures, as necessary.
o Compiles, organizes and analyzes financial and other data; maintains physical and electronic files of key documents in a well-organized manner
o Maintains and supervises daily activities of administrative office. Coordinates with housekeeping, Fire Marshal, OSHA, and maintenance facilities to assure building and employee safety and quality of environment
o Assigns office lobby coverage, work-study student responsibilities, and coordination of secretarial support services in performing any needed duties outside of normal work hours.
o Collects mail, sorts the mail for other building departments, schedules mail pickup, and manages department mail, the mail of the Director and Associate Director
o Maintains office equipment including computers, software, AV equipment, fax, copier, scanner, telephone services, cell phones, printers, and other products and equipment necessary to normal office function. Keeps inventories as needed
o Schedules and maintains calendar for community rooms at West Research Campus and controls access to use of library, conference room, and all Institute office spaces in internal calendar and in 25 Live university system.
o Accepts deliveries for Institute and other West Research Campus departments
o Submits work orders for West Research Campus Academic Building for Institute and other departments sharing the building
o Assures proper supplies are available and neatly maintained
o Assists Director in all operational and management activities, as needed

25%
Reports and Records Maintenance:
o Assists Associate Director and Director in the development of reports as requested.
o Provides information to the Office of Sponsored Programs for grant reports as requested by Director and Associate Director.
o Maintains records of all partners and their activities related to the Institute, including directories for the Board of Partners, Institute members and Board of Directors.
o Follows university protocols for record maintenance, review and purging.
o Assists the Director with all audit requests by the production of records
o Maintains all project records and Institute databases according to protocols provided by funders and the university
o Maintains all financial records as required by funders, state and federal governments.
o Maintains records of all Board of Director and Board of Partner meetings,
o Maintains confidentiality of all Institute records.

25%
Budget Management:
Possesses thorough knowledge of the Institute’s accounting and budget procedures; manages all Institute state, grant, foundation and special funds accounts.
o Completes all Institute financial transactions, processes and practices; ensures that all Institute purchases are fund source compliant; uses various payment methods such as PORT, ProCard and Direct Payment reimbursements
o Serves as internal resource on all Institute financial matters; analyzes moderately complex business operations and financial statements; makes recommendations for approval.
o Compiles and summarizes financial data to participate in budget management and reporting.
o Assists Director, Associate Director primary investigators and Office of Sponsored Programs with the development of budgets, as appropriate, makes budget forecasting recommendations
o Assists Director and Associate Director with establishment of new accounts and funding authorities, as appropriate
o Keeps accurate financial records and backup documentation to maintain the records in audit-condition at all times.
o Balances all Institute funds on monthly basis and reviews documentation with Director and Associate Director. Provides monthly budget reports for all program and projects for Institute, using various university systems such as ODS, BIC and Banner reports
o Assures security of all budgetary information including identifiers of projects and personal information for project personnel.
o Submits annual blanket travel forms and all overnight travel for staff, students, faculty, Board Members, as needed; submits travel forms for candidates and consultants, as needed. Assures all travel forms and reimbursements are processed within university and grant guidelines and are fiscally compliant.
o Processes allocation of ProCard purchases in Bank of America Works program, and processes all monthly ProCard billing and reports
o Assists Director and Associate Director with purchases, cost share payments to project participants and related printing, follow-up with farmers or community partners, while maintaining records of payments for grant reporting purposes
o Processes all direct payments and IDTs necessary to maintain and assure accounts are in audit ready condition at all times
o Verifies and approves all effort in ERS system, makes redistributions, cost share or cost transfers, as appropriate and ensures that students, staff and faculty certify their time in the ERS system in timely fashion and meet university deadlines

10%
Human Resources Management
o Completes all contracts for students, coordinate their work schedule, and ensures communication flow between student, Institute staff, Director and Associate Director
o Collaborates with the BSOM Business & Administrative Affairs HUB to facilitate all personnel and human resource actions.
o Maintains all personnel files and records for all students, staff and faculty personnel, maintains leave files for permanent staff and faculty, and work with the BSOM Business & Administrative Affairs HUB to ensure that all staff records meet guidelines for the State of NC.
o Maintains records of staff achievements and honors for personnel, NCAI, SCAC and partners
o Maintains the role of Super-Admin for the department for university Kronos system
o Registers and schedules all staff and faculty for staff development opportunities
o Trains staff on the use of department pirate drive, Kronos system, travel system and ERS systems
o Trains students on use of department pirate drive and use of internal tracking forms
o Supervises the day-to-day schedule of students; supervises student work assignments, as appropriate.

5%
*Staff Development:
o Completes training courses and protocols as recommended or needed to comply with university regulations (e.g., ASPIRE, financial services workshop, health sciences HR workshops, etc.)
o Participates in staff development opportunities to improve job performance as needed/directed.
o Researches and registers staff for staff development activities
o Provides training to all work study students, office assistants, and new staff members regarding office operations and Institute protocols.
Minimum Education/Experience
Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
License or Certification required by statute or regulation
None
Preferred Experience, Skills, Training/Education
budget experience preferred
License or Certification required by the Department
None
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.