Administrative Support Specialist

The Division of Administration and Finance is ultimately responsible for all financial and administrative activities of East Carolina University and its affiliated Foundations. The Division consists of Financial Services, Campus Operations, Information Technology and Computing Services, People Operations, Success and Opportunity, Environmental Health and Campus Safety, Auxiliary Services and various support activities related to the ECU affiliated Foundations. The Division is led by the Vice Chancellor of Administration & Finance. The Vice Chancellor is responsible for oversight of the policies, personnel, budgets and administrative activities of all operations at East Carolina University and its affiliated Foundations. This division is a service provider in support of academic, research, and outreach missions of the University. Within the Division, Financial Services is responsible for financial activities of East Carolina University and its affiliated Foundations. The mission of Financial Services is: To provide for the financial needs of the University and its Foundations in a customer-oriented, friendly environment while assuring the proper stewardship of all fiscal resources.

The University Cashier's Office is the central collection center for student accounts receivable and serves as a depository center for University funds receipted through departmental deposit. The primary purpose of this office is the collection of and accounting for student tuition, fees, and related charges. The office is responsible for the verification, receipting and certification of University funds presented through departmental deposit while safeguarding these funds until deposited with a designated commercial bank(s) and certified through the office of the State Treasurer. This must be accomplished while in compliance with University policies and procedures, State and Federal laws and regulations and established accounting practices.

The University Cashier's Office day-to-day operations are very similar to that of a commercial bank as it relates to the handling, collecting, and accounting for receipts. The office also issues refunds to students in accordance with University and financial aid guidelines. The Administrative Support Specialist position is responsible for the accurate, efficient, and timely processing of payments to student accounts and the daily balancing of these transactions. Transactions are processed across the counter, by mail, telephone, and/or fax request. This position reconciles various processes, including: Banner Student Activity, Cash (consolidated drawer and cashier drawers) and Banner General Ledger Cash.

The primary purpose of this position is to lead the day-to-day operational flow of the Cashier's Office and to ensure that the office's functions are in compliance with University policies and procedures, as well as State and Federal guidelines. This includes monitoring daily cashier balancing and daily deposits, as well as managing the schedule hold process, coordinating announcements via various University systems, updating the cashier calendar, and assisting staff with more complex scenarios. This position is also responsible for processing drops & withdrawals, daily report reviews, and for training new employees & temporary staff.

Customer Service Focus - Provide excellent customer service to students, parents, staff, faculty, and all others engaging with the cashier's office. In addition to assisting Cashier staff with complex scenarios, this position assists the Office of the Dean of Students with student concerns and works directly with students referred from that office as well as from the Office of Student Financial Aid, the Student Accounting Office or from other offices/departments across campus. Exceptional communication and a high level of professionalism are expected in all forms of interaction - whether in person by phone, email, or written correspondence. This is a service focused role using above average communication skills and professionalism. This position must also ensure that student account information is only released in accordance with FERPA (Family Education Rights to Privacy Act) regulations, and that credit card data is processed and stored in accordance with PCI (Payment Card Industry) standards.

This position is also responsible for managing the Cashier email box to ensure that all inquiries are responded to timely, and functions as the primary Cashier's Office liaison to the ECU Call Center.

Cashier Operations Leadership - Lead the University's day-to-day cashiering functions, including monitoring daily cashier balancing and overseeing the daily deposit of student and other departmental receipts. This position is also responsible for managing the schedule hold process for scholarships, financial aid and other approved payment methodologies in accordance with the schedule hold policy, as well as coordinating announcements and updating key dates each semester in PiratePort & TouchNet. This position also updates the cashier calendar to include ITCS requests based on due dates each semester and submits service requests for mailing routine reminder emails to students. Additionally, this position returns scholarship payments to funding sources for students withdrawing or that never attended, as well as assisting Cashiers with the preparation of statements on account in response to student inquires.

Drop and Withdrawal Management - Process credits on account for individuals dropping classes and review all withdrawals after the end of the 100% refund period for accuracy. This includes assessing processing fees in accordance with University policy and processing retroactive drops/withdrawals for activity outside of current term.

Records and Report Review - Verify that TouchNet and ePrint refund reports match daily. If discrepancies are discovered during the review, this position is responsible for researching the cause and assisting with resolution of any issues. Additionally, this position reviews payment reversal reports, follows up on undocumented or unusual transactions, requests necessary corrections, and reports questionable activity in accordance with policy. The Administrative Support Specialist also generates credit balance reports from Banner for current and previous terms, assigning current term reports to Cashiers for processing and personally reviewing prior term report to ensure refunds are warranted. Additionally, this position reviews the daily BIC deposit reports to verify that enrollment, prepayment and scholarship deposits are released appropriately.

Access and Security - Maintain access to both the physical and virtual assets of the Cashier's Office. This includes ensuring that the vault combination is changed in accordance with University policy, requesting & terminating Cashier staff access to University systems, issuing Cashier's Office key requests & vault day gate access for authorized personnel, maintaining vault keys, and assigning internal cashier vaults to ensure proper segregation of duties. Additionally, this role is responsible for the review of the daily security log completed by Cashiers, updating protocols as security measures change, and for maintaining property assignment forms for all Student Financial Services employees.

Cashiering - Perform cashiering functions as required or necessitated by peak volume demands.

File Management & Maintenance - Create and manage files for scholarship letters, financial aid award rosters, faculty & staff waivers, and schedule holds for each term, archiving prior term cashiering files in accordance with university record retention guidelines.

Cashier Training - Oversee the training and cross-training of current staff, new employees, and temporary staff.

Other duties as assigned.

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

None

Banking and customer service experience preferred, as well as experience with report reconciliations and navigating complex computer systems. Proficient in Microsoft Word, Excel, and Microsoft Outlook.

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 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.