Administrative Support Associate

The primary roles and responsibilities of this position are the BSOM graduate programs. Due to recent BSOM-RGS organizational changes, this position now has increased authority to carry out many of the day-to-day transactional work and functions of the BSOM graduate programs and to interact with the Graduate School on behalf of BSOM graduate students. Thus, the individual in this position requires a high degree of independence and must develop a strong institutional knowledge.

The position will also be responsible for some components of RGS research operations, including BSOM core facilities and some shared resources programs and general office duties. This individual will provide backup support when needed to the Associate Dean for Research and Graduate Studies at the Brody School of Medicine. Therefore, he/she may handle confidential information, perform general office duties to include answering telephone, mail, filing, purchasing, travel arrangements, travel reimbursements, ProCard reconciliations, leave records, student payroll, data entry, maintain and update web site, annual fixed assets inventory report, and various other duties as assigned. This individual will also be a liaison between the public and visitors to the Office of Research and Graduate Studies.

Examples of specific responsibilities:

S/he is familiar with all of the graduate school policies regarding admissions, financial aid, assistantship expenditures, graduation requirements, and Federal FERPA requirements.

S/he interacts with administration, faculty, staff, and students, and must represent the BSOM Research and Graduate Studies office with accuracy and efficiency.

S/he also communicates specific needs of Graduate Studies to other departments and concentration directors.

S/he is responsible for maintaining a database of MS students, executing EPAFs for all MS students, entering MS classes for the coming semester, execution of MS student funding, and dealing with individual student registration problems. S/he also serves as a backup in these areas for the PhD programs.

S/he participates in the recruitment efforts of RGS by responding to inquiries or, when appropriate, referring them to the Assistant Dean.

S/he also monitors the annual recruitment efforts of the MS program concentrations maintains recruitment records.

At the request of the Assistant Dean for Graduate Studies, s/he prepares and submits reports and surveys on all aspects of graduate education to be used by the BSOM-ADR, the Dean of the Brody School of Medicine, the Dean of the Graduate School, the Vice Chancellor for Health Sciences, ECU Provost and Board of Trustees, the Office of the UNC President and Board of Governors, and some non-university agencies.

Other special projects and tasks that are related to the successful operation and missions of the ADR’s Office.

Minimum Education

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