Administrative Support Associate

East Carolina University•Greenville, SC

39d

About The Position

The 1 Card Office is a Campus Safety and Auxiliary Services department within the Division of Administration and Finance which serves as the administrative backbone of the ECU campus, providing excellent service and stewardship to advance and support the mission of East Carolina University. The 1 Card Office strives to provide the highest quality services to the university through its use of the multi-faced identification, privilege control, and security access card system. The services provided are designed to enhance the services of the many East Carolina University offices, departments, and programs associated with the card system.

Requirements

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

Nice To Haves

Related office experience and/or card production
Proficiency in Microsoft Office (Outlook, Excel, Word)
Strong customer service communication

Responsibilities

Card Production / Office Management - This position manages the daily operations of the 1 Card Office and production of ID cards for campus employees, students, visitors, and affiliates. This position will serve as the primary office manager for the Health Sciences Campus and as the secondary office manager for the Main Campus. Tasks will include supervising and assisting occasional student staff in ID card production process. Handle ID card production and distribution which includes all or part of the following: verifying patron's identity (observe Driver's License or state-issued ID), verifying patron's eligibility for Id card (obtain/review information in Banner), entering cardholder information, taking and/or approving photographs, proofreading information entered prior to printing card, printing card, validating card in CBORD system to make sure it works properly. Create 1 Card applications as needed for new and replacement cards. Place restrictions on patron accounts for lost cards, administrative purposes, returned checks, etc. Open accounts, handle daily deposits, enter transactions to cardholder accounts (flag accounts, add/delete privileges, etc.) Perform regular data entry, updates, and cleanup in both 1 Card Systems, the CBORD Privilege Access Controlled System, CCURE Security Event Management System, Online Photo Submission, and SharePoint various applications. Make certain forms are filed as necessary and the office is kept neat and organized. Broad knowledge and understanding of high-volume ID card printer, encoder, and consoles used for daily card production. This position will be responsible for daily maintenance of printer to include replacing card stock and printer film/ribbon, identifying inconsistent image printing, and routine cleaning. Assist with troubleshooting equipment to include computers, card printer, encoder, camera, enrollment reader, or magnetic stripe reader as needed. Assist with troubleshooting software to include Point of Sale, Cbord, CCURE, or Microsoft Office as needed. Balance daily deposits. Run reports and send to appropriate recipient. Process declining balance deposits/refunds for Bounty Bucks spending account. Keep track of inventory and order supplies as needed. Coordinating with various departments to prepare for scheduled routine large orientation groups. Obtain, add, and/or update patron records in both 1 Card applications via system imports for large orientation groups to include but not limited to new employee, students, residents, and affiliates. Compare internal information from 1 Card systems with external information from Banner, orientation lists, and appointment or employment letters. Review reports for student, staff, and faculty orientations and update system accordingly. Obtain and verify employment information in banner to include but not limited to Banner Ids, department, class, service dates, and mandatory status. Obtain and verify student information in banner to include but not limited to Banner Ids, enrollment, tuition payment status, and class registration. Review visitor information in Banner to verify or create Banner Ids. Coordinating between BSOM Orientation staff and ECU Physicians administrators to obtain medical credentials. Update clinical staff records in card production system in accordance with the Badge Law to contain employee's medical credential on identification card. Review and evaluate security access forms for the Health Science Campus buildings based on business purposes needs. Assign and/or update security access for approved patrons in CCURE Security Management System. Understanding of scheduled events in 25Live (Central Reservation Office scheduling utility) to schedule in 1 Card security system and cancel scheduled events accordingly for Health Sciences Campus. Add or import 25Live events into 1 Card SharePoint scheduling calendar and schedule buildings/areas to unlock per event requests. Provide support for assigning access and scheduling events for Health Sciences campus areas on a limited basis during peak periods. Review and remove security access based on quarterly reports received from authorized approvers. Evaluate, develop, and implement card office policies and procedures; update documentation in the Police and Procedures Manual periodically, Develop and update new marketing materials periodically. Review and maintain sensitive data files in accordance with records retention requirements of the University. Perform other duties as required. Assist 1 Card staff as needed.
Customer Service- Assist with 1 Card customer service operations including questions and concerns of students, parents, faculty/staff, and/or visitors making sure that every customer is treated professionally and with courtesy. Use a comprehensive understanding of technology and functionality to assist with problem solving. Independently resolves issues related to accounts, privileges, security access, card functionality, and access points. Use excellent customer service and interpersonal skills at all times. Respond to all correspondences via telephone and email promptly. Independently recognizes the need to correspond to cardholders based on procedures and knowledge of 1 Card system. Provide feedback to supervisor and other 1 Card staff regarding proposed technology procedures.
Accounting/Reporting- Balance and key Banner daily office deposits consisting of reviewing end of day Point-of-Sale reports with credit card terminal reports and all other tenders received in office for main and health sciences offices. Balance daily TouchNet deposit for main and health science office and enter deposit into Banner. Process 1 Card payments for new cards, replacement cards, temporary cards and mailing using TouchNet. Process Bounty Bucks sales for card fee transactions using Admin Web Sales. Process TouchNet refunds on a routine basis for outstanding 1 Card applications. Contact Bounty Buck account holders with remaining balance prior to graduation to process refunds using Direct Pay forms. Create and submit Interdepartmental Transfers for department payments for card fees or supplies. Obtain and review monthly reports of Point-of-Sale application for reconciling transactions such as Online Orientation and New Student Orientation cards. Keep track of inventory and order supplies when needed upon approval of Director.
Administrative Assistance - Provide system troubleshooting with privilege control readers, security readers, meal plans/spending accounts, cardholder permissions, and remote computer systems to be able to route issue to the appropriate coworker or security technology technician. Provide support to campus departments utilizing 1 Card applications to include but not limited to Campus Living Neighborhood Service Office, Camps and Conferences, Student Centers, and Campus Recreation and Wellness. Prepare requisitions in PORT or make payments with ProCard for ordering of supplies, equipment, etc., for the 1 Card Office. Add, delete, or make changes to large groups of patrons. Arrange meetings when necessary. Assist with troubleshooting equipment problems as needed. Assist with organizing procedures for orientation sessions. Review logs for student, staff, and faculty orientations and update system accordingly. Create monthly work schedules for student staff. Complete payroll timecard reviews and approvals in PIRATEtime for student staff. Knowledge of other security applications and their ability to integrate to identify problems and provide solutions. Create service tickets for security technology team/vendors as needed to repair or troubleshoot equipment. Periodically assist with review of patrons with clearance, system user access, journal or activity history on routine basis or as requested. Work with the Director and Assistant Director to update/ the Disaster Recovery Plan and create document solutions that solve routine client problems as needed. Maintain and update policy and procedure documents as needed. Support the 1 Card System Director and Assistant Director with other duties as assigned.

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