| Organizational Unit Overview |
Campus Operations, which is a part of the broad division of Administration and Finance, includes all aspects of facilities management at East Carolina University. East Carolina University is the fourth largest university in the North Carolina system. Campus Operations is a major division of Administration and Finance with approximately 500 employees and a budget in excess of $20 million. Campus Operations includes the Main Campus, the Health Sciences Campus, West Research Campus, and satellite locations across the State associated with university programs. The following departments report directly to the Associate Vice Chancellor for Campus Operations: Campus Operations administration; Facilities Services - Main Campus; Building Services: Carpentry Shop, Masonry/Paint Shop, Locksmith Shop; Facilities Service Center; Grounds Services including Moving Services, Recycling Services, Refuse Removal, and Automotive Services; Utilities Services: Controls Shop, Electrical Shop,
HVAC Shop, Life Safety Shop, Plumbing Shop, Steam Plant; Facilities Services - Health Sciences Campus: Building Trades, Controls Shop, Electrical Shop,
HVAC Shop, Plumbing Shop, Steam Plant; Housekeeping Services; Facilities Engineering & Architectural Services. Campus Operations is responsible for university utilities production and distribution. |
| Job Duties |
Position is a member of Campus Operations staff responsible for the ongoing operation of Campus Operations (CO). Position reports to Director, Resource Management-Campus Operations and provides administrative support to Associate Vice Chancellor for Campus Operations. Responsible for administrative procedures & methods to accomplish the general operating goals outlined by CO management. Provides guidance & direction in coordinating administrative duties among CO departments and other University departments. Generally, serves as "first point of contact" on behalf of CO with various University administrative departments regarding CO chart of accounts (FOAPAs) & funding availability, etc. Required to assist all levels of Facilities Services staff with problems & questions about salaries, positions, budget, FOAPAs, & daily operational procedures. Responsible for monitoring CO personnel issued ProCards & approving Chrome River expense reports allocated to CO FOAPAs. Serves as CO "customer service representative" with other departments regarding debits & credits against FOAPAs such as key, gas, oil charges, work order labor, utility charge backs, etc. Review and take action on all personnel actions and position requests of all position types in CO organization on behalf of Associate Vice Chancellor for Campus Operations (
AVC). Monitor position and salary & benefit budgets of all funding sources of all CO positions both perm and temp. Position will provide administrative support to Associate Vice Chancellor for Campus Operations (
AVC) to minimize the impact on the AVC's time handling day-to-day matters.
Business Administration.
The position is responsible for developing, implementing, and enforcing procedures and systems to meet Campus Operations (CO) goals with consistency and efficiency. It coordinates administrative tasks across CO and other university departments and serves as the primary point of contact between CO and various financial and administrative units. Key duties include overseeing ProCard usage, approving Chrome River expense reports, and managing budgets and FOAPAs.
The position provides support to Facilities Services management on salaries, budgets, and operational procedures, while adapting to changing priorities and deadlines, such as university events and emergencies. It assists CO leadership with strategic goals and coordinates with the Associate Vice Chancellor (
AVC) during emergencies. The position is considered essential to the university's operations.
Financial Management.
The position is primarily responsible for maintaining and managing the chart of accounts (
FOAPA) for Campus Operations (CO), covering state, auxiliary, and special fund budgets. Key tasks include creating, modifying, and tracking
FOAPA balances, processing budget transfers, approving payments, and posting expenses. The position ensures timely journal entries, manages contingency and non-recurring funds, and serves as a customer service representative for CO regarding debits, credits, payments, and contracts.
The position also oversees payments for contractual services, monitors work order labor charges, and processes utilities expenditures. It coordinates with other departments, manages utility chargebacks, and serves as the CO liaison with utility providers, ensuring proper service setup, terminations, and billing accuracy. Additionally, it develops reporting systems for recurring data requests.
Human Resources Management.
The position serves as the SuperAdmin for ECU's Kronos Time Keeping, Attendance, and Leave Reporting system for Campus Operations (CO). Responsibilities include updating manager roles, monitoring time entry, reviewing nonexempt timecards, and generating reports. It also manages Kronos system changes and supports other SuperAdmins and CO employees with tasks like creating shift templates and reviewing discrepancies in timecards.
Additionally, the position provides backup support for personnel actions, including hiring, transfers, and position adjustments. It updates position budgets, maintains organizational charts, handles payroll redistributions, and compiles reports on vacancies and position changes. The position monitors salary and benefits budgets, oversees salary reserve funding, and manages temporary positions, ensuring accurate budget adjustments and projections. Independent judgment is required in executing these duties.
Information Analysis and Decision-Making.
The position requires proficiency in
ECU systems such as Banner, Kronos, Chrome River, PeopleAdmin, and Xtender, as well as Excel for compiling financial data. Responsibilities include managing security requests, maintaining financial data, and creating recurring reports to support budget analysis and forecasting for Campus Operations (CO).
The position serves as the primary point of contact for CO chart of accounts (
FOAPA) and funding inquiries. It responds to data requests from CO leadership, providing solutions related to budget spending, expense tracking, and special projects. Strong knowledge of
ECU systems and efficient data handling are essential.
Communication.
Effective communication between this position and the Director of Resource Management for Campus Operations (CO) is essential. The position acts as a representative for CO, handling reports, correspondence, and communication both orally and in writing. As a customer service representative, the position involves coordinating with various university departments on utilities, contractual services, labor, materials, payroll, and position budgeting.
Proficiency in
ECU systems and a deep understanding of CO operations are required to accurately respond to data requests and ensure information is properly analyzed and communicated. The position must maintain confidentiality, organize data effectively, and present information clearly in various formats, providing explanations and guidance as needed.
Administrative Support.
The position provides administrative support to the Associate Vice Chancellor for Campus Operations (
AVC) to streamline day-to-day tasks. Key responsibilities include coordinating
AVC meetings, assisting with gathering information, managing business travel, handling the hiring process for
AVC senior staff, and renewing memberships. The position also serves as a representative for various university programs and events, ensuring participation and providing status updates. Additionally, it manages AVC's supplies, maintains the AVC's university vehicle, and ensures proper record-keeping for
AVC and their direct reports. |
East Carolina University
$34,280 - $61,938
Feb 13, 2025