Job Duties:

• Ensure departmental compliance with spending, budget, and university guidelines
• Ensure appropriate oversight, compliance, checks and balances and audit guidelines with all departmental financial processes
• Monitor monthly expenses and transactions for proper account coding and appropriate spending limits based on adopted/approved budget and line-item spending limits
• Ensure timely and accurate payment of departmental invoices
• Ensure timely review/payment of fuel invoices ($400,000 annually) to NCDOT (gas and diesel) and Greenville Utilities (CNG)
• Ensure timely review/payment of monthly maintenance contract invoices – Gregory Poole, Cummins, White's ($1,000,000+ annually)
• Extensive use of all Banner systems is required
• Regular use of PORT for purchase orders/payment to vendors
• Coordinate with Materials Management and ITCS for contracts and payments over $5,000 and technology/software review
• Ensure payment and renewal of service/maintenance contracts for Transit technology hardware/software – Clever Devices ($75,000), Remix ($35,000), TransLoc ($15,000)
• Regular use of Procard for payment to vendors with $25,000 monthly limit
• Perform monthly reconciliation on all revenue and expense accounts
• Prepare and ensure monthly reports are submitted to the Division
• Prepare monthly financial reports for the Director
• Prepare financial reports for quarterly and annual reports
• Assist in annual budget preparation process
• Stay current on ECU records retention guidelines and ensure departmental compliance and appropriate records removal/storage/destruction
• Perform collections for charter services $750,000 annual revenue
• Make all departmental deposits into appropriate accounts following all ECU guidelines
• Handles all incoming and outgoing departmental mail service
• Departmental travel administrator – travel preauthorization and post travel reimbursement
• Utilize/setup U-Store for departmental online credit card payments
• Maintain bus service contracts for apartment communities – 3 updates & legal review annually
• Ensure contracts are properly executed for over 1 million dollars of annual revenue
• Work with clients and ECU Legal and Materials Management for updates and proper tax paperwork
• Ensure collection of revenue & reconciliation of accounts
• Manages leased Enterprise Rent a Car vehicle fleet – coordinates service/inspection/mileage/vehicle change out/invoices ($40,000 annually)

• Provide administrative support to the departmental Director
• Manage the Director's calendar, respond to meeting requests, setup meeting/calls
• Communicate directly with faculty, staff, and students on behalf of the Director
• Generate correspondence on behalf of the Director to internal and external constituents
• Ensure departmental compliance with university policy for record keeping and retention
• Ensure departmental compliance with documentation of financial/HR/timekeeping procedures
• Supervise/manage all departmental inventory and supplies
• Utilize the ECU work order system for facility maintenance and repairs
• Serve as departmental representative for fixed assets and surplus property

• Departmental SuperAdmin for Kronos timekeeping
• Review/approve time for department as departmental approver
• Oversee departmental Kronos guidelines
• Provide guidance and oversight for job postings for student and temporary positions
• Coordinate full-time postings
• Ensure compliance and approvals for hiring proposals
• Manage HR functions for all full-time and temporary employees
• Work with Campus Living and Student Affairs Business Office staff on personnel matters
• Direct/oversee/provide approvals to Payroll Coordinator position
• Review employee records to ensure that department maintains current and accurate records for 100+ students/20+ temporary/15 full-time
• Serve on hiring/discipline committees as needed

• Provide direction and oversight to Payroll Coordinator position
• Perform timely intermediate & annual evaluation and goal setting for employee(s)

Special Instructions To Application:

• 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.

Minimum Education/Experience:

Full time or Part time: Full Time

Position Location (city): Greenville

Position Number: 001272

Organizational Unit Overview:

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About East Carolina University

To be a national model for student success, public service and regional transformation, East Carolina University uses innovative learning strategies and delivery methods to maximize access; prepares students with the knowledge, skills and values to succeed in a global, multicultural society; develops tomorrow's leaders to serve and inspire positive change; discovers new knowledge and innovations to support a thriving future for eastern North Carolina and beyond; transforms health care, promotes wellness, and reduces health disparities; and improves qualify of life through cultural enrichment, academics, the arts, and athletics. We accomplish our mission through education, research, creative activities, and service while being good stewards of the resources entrusted to us. East Carolina University delivers on the promise of opportunity. We open doors. We improve lives. We transform the present, and we discover the future. In these ways and more, we serve our community, our state, our nation and our world as together we reach toward our greatest potential. Tomorrow starts here.

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