Administrative Support Associate - Journey

EXPIRED

Position Details

Position Information

Job Title

Administrative Support Associate - Journey

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Position Details

Position Information

Job Title

Administrative Support Associate - Journey

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Position Number

986453

Vacancy Open to

All Candidates

Time-Limited

No

Department Homepage

www.ecupirates.com

Advertising Department

PIRATE CLUB

Division

Athletics

Classification Title

10421 Admin Support Associate

Competency Level

2 - Journey

Working Title

Administrative Support Associate - Journey

Number of Vacancies

1

Full Time Equivalent (FTE)

1.000

Full Time or Part Time

Full Time

Recruitment Range

$33,540 - $47,916

Anticipated Hiring Range

$34,000 - $37,000

Salary Grade Equivalency

GN04

Work Schedule

M-F

Work Hours

8am-5pm

Position Location (City)

Greenville

Job Category

Staff - Office/Clerical

Organizational Unit Overview

The primary purpose of the Pirate Club or

ECU

Educational Foundation is to serve East Carolina University and its student-athletes as the friend-raising and fundraising organization for East Carolina University’s Division I Athletics Program, representing the highest principals of honesty and integrity. By conducting

IMPACT

fund, endowment, and capital campaigns in support of student-athlete scholarships, athletic facility enhancements and other programmatic needs the Pirate Club seeks to bring positive recognition to East Carolina University and the region it serves.

Job Duties

The primary purpose of this position is to ensure a professional and efficient day-to-day operation and functioning of the Pirate Club offices and departmental staff. This position provides excellent customer service in all processes and areas of responsibilities. This position will manage all Pirate Club social media platforms. Extended hours and days may be required in the completion of these duties. This position with handle administrative tasks, facilitating communication, and assist Executive Director of Pirate Club/Premium Seating Operations with strategic responsibilities. Their contribution ensures that operations run smoothly and that organizational goals are achieved effectively. This position will report to the Executive Director of Pirate Club/Premium Seating Operations.

Communication Liaison

· Serves as the primary source of information for

ECU

Pirate Club main phone line inquiries.

· Serves as the sole greeter to visitors to the Pirate Club Suite.

· Responsible for all initial email communication received to the main ecupirateclub@ecu.edu email account.

· Maintains the meeting calendar and scheduling for the Pirate Club conference room.

· Provides excellent customer service and understands which resources to provide to all who enter the Pirate Club offices or inquire about the Pirate Club or

ECU

Athletics via in-person, phone, or email communication.

· Serve as the first point of contact for the Pirate Club. Must be knowledgeable of all departmental activities in order to provide accurate information to the public. Must display a high degree of professionalism and integrity.

· Access the Paciolan database system to read and understand membership information, contribution acknowledgements and update donor biographical information.

Office Management

· Serve as the office manager for the Pirate Club including maintaining an inventory for all office supplies and ordering additional supplies as necessary using university approved methods such as

PORT

.

· Responsible for assisting the Executive Director of Pirate Club Operations with duties within the Pirate Club that will directly benefit the fundraising and membership fulfillment efforts of the organization.

· Pay invoices with the approval of the Executive Director of Pirate Club Operations.

· Ensure the Pirate Club copy machine is functioning properly and supplied with appropriate equipment. Work with service provider in all instances of malfunctions.

· Distribute all mail to Pirate Club employees daily.

· Pull records and reports for the Executive Director of Pirate Club Operations and Pirate Club Executive Director as needed.

· Assist with the creation and mailing of all Pirate Club membership packets and

IMPACT

fund renewal letters on an annual basis.

· Schedule weekly Pirate Club staff meetings and provide any necessary documentation.

Social Media Management

· Assist with developing, implementing, and managing the Pirate Club social media strategy to align with our overall organizational purpose of fundraising and friend-raising.

· Create and curate engaging content for various social media platforms, including Facebook, X, Instagram, TikTok and any other relevant platforms.

· Monitor and manage

ECU

Pirate Club social media accounts and respond to followers’ comments and messages.

· Collaborate with the Executive Director of Pirate Club Operations to create social media campaigns.

· Stay up to date with current technologies and trends in social media, design tools and applications.

Database & Information Maintenance

· Manage electronic file storage through university approved retention methods such as Xtender.

· Prepare office documents and reports, compiling Pirate Club records, and organize and maintain paper copies of files as deemed appropriate according to university record keeping policies.

· Process all travel reimbursements for Pirate Club staff. Including: obtaining travel authorizations, cash advances, and required receipts to reconcile completed travel paperwork.

· Manage all Pirate Club confidential information with the utmost care and maintain discretion in sensitive matters concerning donor’s financial investments in the Pirate Club.

· Draft correspondence, reports, presentations and other documents as needed.

Pirate Kids Club Management

· Create and mail all Pirate Kid’s Club renewal packets and information annually.

· Produce and mail all membership packet materials to those who renew their memberships annually.

· Create and order Pirate Kid’s Club t-shirts to be distributed with new membership materials each year.

· Organize two events annually for the Pirate Kid’s Club to encourage engagement and steward both the Kid’s Club members and their families.

· Pull daily Paciolan eQuery ad-hoc reports to track Pirate Kid’s Club members and tag their accounts in the Paciolan system.

Events & Project Support

· Assist with Pirate Club events and game day functions as assigned. This may include the greeting or checking in of donors into a variety of game day or special event functions.

· Work all Pirate Club home football game days to assist in premium seating or game day hospitality areas.

· Create all meeting packets for quarterly Pirate Club Executive Board Meetings. This includes gathering financial reports from a third-party company, internal documents, and any documents to be presented.

· Record keeping for all meeting documents from any Pirate Club Executive Committee Board Meetings or subcommittee meetings. Ensure documents are stored in an organized and findable manner.

Minimum Education/Experience

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

License or Certification required by statute or regulation

None

Preferred Experience, Skills, Training/Education

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.

Job Open Date

07/19/2024

Job Close Date - Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed.

08/08/2024

Open Until Filled

No

Quick Link for Direct Access to Posting

https://ecu.peopleadmin.com/postings/...

Alternate option

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 competencies, equity, budget, and market considerations.

AA/EOE

East Carolina University is an equal opportunity and affirmative action employer and seeks to create an environment that fosters the recruitment and retention of a more diverse student body, faculty, staff and administration. We encourage qualified applicants from women, minorities, veterans, individuals with a disability, and historically underrepresented groups. 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 Department of Human Resources at (252) 737-1018 (Voice/

TTY

) or ADA-Coordinator@ecu.edu .

Eligibility for Employment

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.

Office of Human Resources Contact Information

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources 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

.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Please indicate where you learned about this job vacancy.

   • LinkedIn
   • Chronicle of Higher Education
   • CareerBuilder
   • Greenville Daily Reflector
   • Raleigh News & Observer
   • InsightIntoDiversity.com
   • HigherEdJobs.com
   • InsideHigherEd.com
   • Monster.com
   • Indeed
   • ECU Website
   • Other

2. * Will you now or in the future require visa sponsorship for employment?

   • Yes
   • No

Documents Needed To Apply

Required Documents Optional Documents 1. Curriculum Vitae/Resume 2. Cover Letter 3. List of References

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