Administrative Support Specialist - Advanced
East Carolina University, Greenville, SC, United States
Administrative Support Specialist - Advanced
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.
Job Duties
This position is responsible for the management of daily front office operations. This position uses discretion to change systems or procedures as necessary to meet the needs of the department, students, and the University. Changes in work procedures are designed and implemented as deemed necessary. This position is responsible for conflict resolution that may involve employees, students, parents, and other University employees. Additional responsibilities include the set‑up, manipulation, and maintenance of CISCO phone system utilized by Student Health Services. Duties include operation status, hours of operation, phone message prompts, and phone queue distribution. This position anticipates and plans for changes in the schedule as well as devising and adjusting systems to meet any unusual problems/changes concerning front office operations. This position participates in operational and program planning necessary to meet the daily and long‑range needs of the department. This position is also responsible for ensuring external signage reflects correct hours of operations.
Front Desk & Patient Access Operations (45%)
Provides oversight and direction for front desk and patient access operations, supervising 6–9 full‑time employees. Key duties include:
Overseeing front desk recruitment efforts to include interviewing, and making hiring recommendations.
Working with POSO Coordinators to update job descriptions as necessary.
Approving leave requests and monitoring PTO balances.
Conducting formal onboarding and orientation for new employees.
Assigning and adjusting job duties to ensure optimal efficiency.
Performing performance evaluations, developing improvement plans, and addressing disciplinary matters.
EHR Template Management: Creating, modifying, and maintaining provider scheduling templates in the EHR system to ensure provider availability and efficient patient access.
Public Contact (10%)
Serving as a key point of contact for students, providers, and staff, offering technical and procedural assistance with electronic data and documentation. Ensures compliance with all regulatory and confidentiality requirements. This position serves on multiple committees, including:
Clinical Operations Committee
Clinical Information Systems Committee
Accreditation Association for Ambulatory Health Care (AAAHC)
Quality Assurance Committee
Additionally, this position oversees medical records management to ensure accuracy, completeness, and confidentiality of patient information. Responsibilities include verifying data integrity, ensuring correct import of medical information, and maintaining compliance with applicable laws and standards. This position also coordinates SHS participation in campus outreach and special events.
Health Information Management (35%)
The Health Information Management (HIM) Manager is responsible for overseeing all aspects of health information systems, including medical records management, regulatory compliance, data integrity, and privacy protection. This position ensures that patient health information is complete, accurate, securely maintained, and readily accessible to authorized personnel. The HIM Manager also leads initiatives related to documentation improvement, record retention, and the implementation and optimization of electronic health records (EHRs).
Key Responsibilities:
Upload meeting minutes and documentation into PowerDMS
Processing attorney correspondence and death notices
Ensure compliance with all federal and state laws regarding medical records, HIPAA regulations, and accreditation requirements
Supervise including release of information, chart completion according to SHS policy, record retention, and data integrity.
Outreach & Records Administration (5%)
This employee works closely with the Associate Director of Clinical Operations to coordinate Outreach Flu and PPD clinics for our students. The employee works side by side with the medical providers and nurses which administer the shots. The employee is responsible for patient registration, charge payments, appointments, and scanning of vaccine consents forms.
Other (5%)
This position works within the health care delivery system that is a continuously changing environment. This position must be flexible and quickly change work priorities and learn new information in order to meet the health care organization’s changing needs. Position is further complicated by system upgrades; future increases in system interfacing, and more data files and users of the system. This employee must be able to brainstorm system requirements, communicate and understand system languages, and develop new procedures when existing procedures are no longer effective for accomplishing the daily functions.
Qualifications
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: None.
Equal Employment Opportunity 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 the 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.
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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.
Job Duties
This position is responsible for the management of daily front office operations. This position uses discretion to change systems or procedures as necessary to meet the needs of the department, students, and the University. Changes in work procedures are designed and implemented as deemed necessary. This position is responsible for conflict resolution that may involve employees, students, parents, and other University employees. Additional responsibilities include the set‑up, manipulation, and maintenance of CISCO phone system utilized by Student Health Services. Duties include operation status, hours of operation, phone message prompts, and phone queue distribution. This position anticipates and plans for changes in the schedule as well as devising and adjusting systems to meet any unusual problems/changes concerning front office operations. This position participates in operational and program planning necessary to meet the daily and long‑range needs of the department. This position is also responsible for ensuring external signage reflects correct hours of operations.
Front Desk & Patient Access Operations (45%)
Provides oversight and direction for front desk and patient access operations, supervising 6–9 full‑time employees. Key duties include:
Overseeing front desk recruitment efforts to include interviewing, and making hiring recommendations.
Working with POSO Coordinators to update job descriptions as necessary.
Approving leave requests and monitoring PTO balances.
Conducting formal onboarding and orientation for new employees.
Assigning and adjusting job duties to ensure optimal efficiency.
Performing performance evaluations, developing improvement plans, and addressing disciplinary matters.
EHR Template Management: Creating, modifying, and maintaining provider scheduling templates in the EHR system to ensure provider availability and efficient patient access.
Public Contact (10%)
Serving as a key point of contact for students, providers, and staff, offering technical and procedural assistance with electronic data and documentation. Ensures compliance with all regulatory and confidentiality requirements. This position serves on multiple committees, including:
Clinical Operations Committee
Clinical Information Systems Committee
Accreditation Association for Ambulatory Health Care (AAAHC)
Quality Assurance Committee
Additionally, this position oversees medical records management to ensure accuracy, completeness, and confidentiality of patient information. Responsibilities include verifying data integrity, ensuring correct import of medical information, and maintaining compliance with applicable laws and standards. This position also coordinates SHS participation in campus outreach and special events.
Health Information Management (35%)
The Health Information Management (HIM) Manager is responsible for overseeing all aspects of health information systems, including medical records management, regulatory compliance, data integrity, and privacy protection. This position ensures that patient health information is complete, accurate, securely maintained, and readily accessible to authorized personnel. The HIM Manager also leads initiatives related to documentation improvement, record retention, and the implementation and optimization of electronic health records (EHRs).
Key Responsibilities:
Upload meeting minutes and documentation into PowerDMS
Processing attorney correspondence and death notices
Ensure compliance with all federal and state laws regarding medical records, HIPAA regulations, and accreditation requirements
Supervise including release of information, chart completion according to SHS policy, record retention, and data integrity.
Outreach & Records Administration (5%)
This employee works closely with the Associate Director of Clinical Operations to coordinate Outreach Flu and PPD clinics for our students. The employee works side by side with the medical providers and nurses which administer the shots. The employee is responsible for patient registration, charge payments, appointments, and scanning of vaccine consents forms.
Other (5%)
This position works within the health care delivery system that is a continuously changing environment. This position must be flexible and quickly change work priorities and learn new information in order to meet the health care organization’s changing needs. Position is further complicated by system upgrades; future increases in system interfacing, and more data files and users of the system. This employee must be able to brainstorm system requirements, communicate and understand system languages, and develop new procedures when existing procedures are no longer effective for accomplishing the daily functions.
Qualifications
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: None.
Equal Employment Opportunity 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 the 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.
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