Administrative Support Specialist - Journey

East Carolina University; Greenville (NC); On-site; USD 30,000 - 45,000; Full time

Job summary

A leading academic institution is seeking an administrative support specialist to facilitate communication with students and maintain critical records. This role will involve detailed attention to public inquiries, management of electronic files, and adherence to data security protocols. A successful candidate will exhibit strong organizational skills and professionalism in interactions.

Qualifications

• Experience in administrative support or similar roles preferred.
• Ability to work with confidential records and student information.
• Strong written and verbal communication skills required.

Responsibilities

• Maintain and update records of transfer articulation and other student records.
• Handle public contact through various communication channels effectively.
• Meet specific deadlines for form processing and other submissions.

Skills

Attention to detail

Professional communication

Customer service

Time management

Tools

Office equipment operation

Job description

20% - Public Contact
This position involves contact with current and prospective students, as well as staff members from academic departments, regarding various issues or problems that may require assistance. Public contact may occur through walk-ins, phone calls, emails, or printed mail correspondence. Occasionally, the role may include assisting with other functions, student outreach activities, and desk coverage in other areas of the Office of the Registrar.

20% - Maintenance of Records
Attention to detail is critical in this role. Students rely on accurate information being listed in official programs and on diplomas. The position is responsible for managing records of transfer articulation and updating Banner tables, ensuring the confidentiality and accuracy of records.

20% - Electronic Files
Electronic files must be stored securely on the Pirate Drive, in compliance with the Office of the Registrar’s Data Security policies. Student academic records should only be accessed when necessary, such as during semesters or summer sessions for transfer credit issues. Senior summaries are maintained by degree and are used to track degree completion requirements. Graduation applications are coded and filed systematically.

15% - Submission of Information
The role involves meeting daily, weekly, monthly, and semester deadlines for form processing and submissions to relevant departments or personnel.

10% - Correspondence
All mail and email correspondence should be handled carefully, with proofing to ensure proper grammar, detail, and adherence to office procedures.

5% - Office Equipment
Operation of office equipment including desktop computers, calculators, fax machines, copiers, and shredders.

5% - Document Creation
Prepare and distribute letters to students and departments explaining deficiencies or requirements, via email or postal service. Respond promptly to inquiries received through mail or email.

5% - Maintain Contact
Interact professionally with students, parents, faculty, and staff daily, maintaining a positive demeanor. Handle interactions with professionalism, especially when dealing with irate individuals or resolving issues.