Administrative Support Specialist - Advanced

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 practice.

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 will reconcile various processes, including: Banner Student Activity, Cash (consolidated drawer and cashier drawers) and Banner General Ledger Cash.

This position has specific responsibilities related to faculty staff waivers, 1098-T reprints, the pick-up of daily mail for the Cashier's Office, scanning all incoming mail and balance payments for posting, and ensuring items in the check lockbox are followed up on for endorsements. This position is also responsible for scanning & balancing the daily deposit check file, assisting with the day-to-day operational flow of the Cashier's Office, and ensuring that the office functions are in compliance with University policies and procedures, as well as State and Federal guidelines. In addition to other general support/backup roles within the office, this position has specific responsibilities to function as the Departmental Cashier when needed and is expected to provide accurate, efficient, and timely processing, receipting, validating, and accounting of departmental and bank deposits.

Customer Service Focus - Provide excellent customer service to students, parents, staff, faculty, and all others engaging with the cashier's office. 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 requiring above average communication skills and professionalism. This position must 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.

Payment Processing - Receive payments (cash, check, pin-based debit card, other) for student accounts and Third-Party Payments accurately. This position is also responsible for reviewing Faculty & Staff Waivers to verify student eligibility for the waiver and processing the corresponding waiver exemption forms in Banner. This position manages the incoming mail process daily and serves in the monthly rotation to balance student refunds between Banner and TouchNet daily, as well as updating the eRefunds tracking spreadsheet in Excel. Mail handling duties involve opening, sorting, and verifying for accuracy - such as confirming payment inclusion, verifying proper signatures, and validating correct amounts - followed by data entry into the Banner Student Accounts Receivable (A/R) Module.

Cash Drawer Management - Reconcile cash drawer daily and report out of balance issues in accordance with University policy. Maintain records of transactions, scholarships and all related activities in accordance with University policy.

Departmental Casher Support/Backup - Assist with Departmental Cashier duties, including serving as a backup as needed. Duties include but are not limited to: entering receipt certifications with the NC Department of State Treasurer, finalizing departmental deposits and cashier sessions in Banner and preparing bank deposits, completing daily balancing reports, printing Client Line Activity for credit card transactions, and printing bank reports for credit card activity certification. All departmental cashier processes must be completed daily and in accordance with established cutoff time requirements.

Refund Report Creation - Generate daily refund spreadsheets using credit balance reports and prepare a daily cancellation comparison spreadsheet leading up to the schedule cancellation dates each semester.

Operations Coordinator Support - Assist the Operations Coordinator with processing schedule holds related to scholarships, financial aid, and other approved payment methodologies in accordance with the schedule hold policy. This role also requires reviewing refund exceptions for students who have not authenticated to their TouchNet account or selected a refund preference. Additionally, this position will assist with updates to Pirate Port and Touch Net announcements at the start of each term and with key dates during the semester. Responsibilities may also include submitting service requests for mailing routine reminder emails to students and submitting invoices for payment through A/P as needed.

Drops and Withdrawals Administration - Process drops and withdrawals, including posting credits to accounts for reductions in block hour billing after the end of the 100% refund period. This position reviews all withdrawals after the end of the 100% refund period for accuracy, assessing processing fees in accordance with university policy and processes retroactive drops/withdrawals for activity outside of current term.

Other duties and projects 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.