New

Office Manager

East Carolina University

$34,602 - $49,406

United States, North Carolina, Greenville

Nov 07, 2025

Position Details

Position Information

Job Title	Office Manager
Position Number	925102
Vacancy Open to	All Candidates
Time-Limited	No
Department Homepage	https://counselingcenter.ecu.edu/
Advertising Department	COUNSELING & STUDENT DEVELOPMENT
Division	Student Affairs
Classification Title	10422 Administrative Support Specialist
Competency Level	2 - Journey
Working Title	Office Manager
Number of Vacancies	1
Full Time Equivalent (FTE)	1.0
Full Time or Part Time	Full Time
Recruitment Range	$34,602 - $49,406
Anticipated Hiring Range	$40,059 - $42,284
Salary Grade Equivalency	NC09
Work Schedule	Monday - Friday
Work Hours	8:00 a.m. - 5:00 p.m.
Position Location (City)	Greenville
Job Category	Staff - Office/Clerical
Organizational Unit Overview	The Division of Student Affairs comprises over 30 departments, each responsible for providing various student support, services, and educational programs accessible to the university community. With over 300 full-time employees and over 1200 student workers, the Division supports Pirate success through environments that enhance student development, engagement, belonging, well-being, and career readiness. The Division strives to be a national leader in developing student experiences that positively transform lives and communities through work that makes students the focal point of our services, policies, and programming; creates a community where all feel safe, included, and welcomed; treats each other with dignity and civility, and recognizes every individual has rights, ideas, and beliefs; maintains open and honest interactions, and delivers high-quality programming, services, and resources through continuous reflection and improvement.
Job Duties	The primary purpose of this position is the oversight of administrative support for Center for Counseling & Student Development ( CCSD) operations and the director. This position will manage confidential psychological records and assist the director in the appropriate management of the center with respect to the various policies governing travel, purchasing, time, etc. This position will assist with budget planning and reconciliation, provide oversight of onboarding and separation duties for the office, and, as needed, develop contracts for the office. This position will also provide backup to the regular CCSD Front Office Reception staff. Office Management: 15% Serve as the SuperAdmin for the department and be responsible for oversight of timekeeping, ensuring accuracy and policy compliance. Oversee all counseling center customer service and check-in procedures. Process paperwork and charts for new and returning clients. Utilize the center database/scheduling system. Assist clients by answering basic questions and providing information about other university resources. Communicate with staff regarding travel and reimbursement options. Develop and coordinate the after-hours crisis on-call schedule, ensuring 24/7/365-day coverage of crisis services. Submit work orders for building maintenance and repair. Departmental Finance: 30% Oversee CCSD budget tracking. Ensure departmental operations are compliant with relevant university/state rules governing purchases. Keep accurate records of CCSD bills and process payments in a timely manner. Be responsible for all staff travel duties including travel arrangements and payment. Be responsible for creating staff contracts as needed including arranging all aspects of employment for graduate counselors in training, in compliance with university procedures. Process payments and orders using PORT, the university's procurement system. Create and manage pre- and post-travel expense reports and travel arrangements for CCSD staff, using Emburse system. Coordinate and reconcile expense reports in Emburse Enterprise for the departmental ProCard holders. Communicate with staff to increase their understanding of travel and reimbursements options. Assist with vendor contracts - including teletherapy service extender, after-hours crisis service etc. Work with staff members to help with travel and conference plans through registration, Pro-card use, etc., to compile necessary documents for staff reimbursement. Oversee and manage grants, including the off campus mental health services grant Process payments to external providers Track Budgets and expenditures Assist with reporting process to Financial Aid Develop and share report to Associate VC for Health and Wellbeing Medical Records/Knowledge: 5% Be knowledgeable of confidentiality as it relates to psychological records. Process charts with a thorough understanding of all procedures and timelines for required documentation. Anticipate problems with records changes and bring to the attention of the Director for resolution. Process problems in the records system, to locate and address the error. Contact other treatment facilities to request records in a timely manner. Oversee client discharge process on a daily basis. Supervision: 15% Supervise two administrative support associates that provide Front Desk coverage for Counseling Center. Assist with onboarding new administrative staff. Provide guidance and training as needed to ensure staff have appropriate resources and knowledge to carry out duties. Provide feedback and evaluation related to employee performance, both on-going and annually. Coordinate workloads and schedule of staff to ensure adequate coverage of front desk and continuity of services. Feedback & Reports: 5% Assist the director with compilation and submission of documents related to the Center's accrediting body, IACS. Student survey distribution- Assist Clinical Coordinator with survey distribution at least twice/year. Data Collection - Assist Director with gathering data points as determined necessary for reporting. Statistical reports for Medicat - Assist Director with building and running reports monthly and as needed. CCAPS - Assist front office staff with submitting the CCAPS instruments for scoring via Medicat Administrative Support to Director: 20% Maintain director's calendar - daily check to reconcile Outlook and Medicat One calendars. Prepare or directly manage correspondence with center and university constituents. Gather information for various projects as requested by Director. Small event planning as requested by Director - scheduling meetings, securing locations, purchasing. Provide updates, reports, and financial projections to Director regarding center finances Assist clients in entering the CCSD system and navigating the University system. Email staff in the office as well as with the larger university community to communicate on behalf of the Director, as requested. Be knowledgeable of the rules related to professional searches, provide recommendations to colleagues in department as requested, and oversee all aspects of coordinating the search process for CCSD (reimbursements, logistics, scheduling, communications, etc.). Address all issues associated with temporary office closure due to staff development, inclement weather, early release for sporting event, etc. - including communication with the emergency service providers. Other Duties: 10% Assist with onboarding staff including all related procedures - computer and door access: property assignment. Maintain departmental personnel records on behalf of the Director. Assist with emergency procedures. Monitor building issues-safety aesthetics, environmental concerns-consult with Director on how to address such concerns.
Minimum Education/Experience	High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
License or Certification required by statute or regulation	None
Preferred Experience, Skills, Training/Education	Familiarity with Windows environment including Microsoft Office applications.
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	11/07/2025
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.	11/18/2025
Open Until Filled	No
Quick Link for Direct Access to Posting	https://ecu.peopleadmin.com/postings/90085
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 budget, UNC salary administration, and/or candidate qualifications.
Nondiscrimination Statement	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.
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.
Department for People Operations, Success, and Opportunity	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.