Administrative Assistant

Classification Title Administrative Support Specialist-OSP Working Title Administrative Assistant Working Location (City, State) Boone, NC Job Category 6 Position Number 090061 Department Turchin Center for the Visual Arts - 540400 Description of University

Appalachian State University, in North Carolina's Blue Ridge Mountains, prepares students to lead purposeful lives as global citizens who understand and engage their responsibilities in creating a sustainable future for all. The transformational Appalachian experience promotes a spirit of inclusion that brings people together in inspiring ways to acquire and create knowledge, to grow holistically, to act with passion and determination, and embrace diversity and difference. As one of 17 campuses in the University of North Carolina system, Appalachian enrolls more than 20,000 students, has a low student-to-faculty ratio and offers more than 150 undergraduate and graduate majors.

Minimum Qualifications

Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.

Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.

Diplomas or degrees must be received from appropriately accredited institutions.

License/Certification Required Essential Job Functions

The Office of Arts Engagement and Cultural Resources (OACP) encompasses two areas and two teams of staff:

• The Schaefer Center for the Performing Arts team administers year-round arts programming, including the "The Schaefer Center Presents," An Appalachian Summer Festival, and a comprehensive program of arts education programming (including the APPlause K-12 Performing Arts Series).

• The Turchin Center for the Visual Arts (TCVA) team administers year-round exhibition, education and outreach programming. Collectively, these programs encompass a variety of music, dance, theater, visual arts and film programming throughout the year.

The office also manages both the Turchin Center and the Schaefer Center as venues for campus and community events. Key to the mission of these series is the university's teaching mission and the goal of making high-quality arts programming accessible to all. Gifts from individual and corporate donors enable both areas to maintain standards of artistic excellence and to offer affordable access to their programs to a wide audience.

The Administrative Assistant works closely with a group of 20 staff and fulfills a variety of important functions for both the Turchin Center and Schaefer Center including:

• Report to and provide administrative support for the Director of Business Management

• Work with the Executive Director to provide administrative support for Arts Engagement Director and Associate Director, staff, and advisory boards; various Advisory Councils and Committees (TCVA, Schaefer Center, AppSummer Festival), including maintenance of council records, meeting documents, minutes, etc.

• Supervise student employees/administrative interns

• Liaise between office and other departments on campus including Payroll, HR, Student Employment, Business Systems, Facilities, and others as necessary

• Process monthly and semi-monthly payroll and maintain payroll records; send email reminders for payroll deadlines

• Onboarding for Turchin and Schaefer Center student and non-student temporary employees

• Process non-student temporary hiring/create job postings in AppState Jobs and maintain records of hiring proposals

• Work with supervisors to process student temporary employment authorizations and maintain records

• Submit motorpool requests in the AIM workorder management system

• Assessment of key/card system

• Submit work orders for Turchin Center and both administrative offices

• Generate departmental invoices and deposits

• Prepare and distribute department's on-campus and US mail daily

• Maintain office filing systems, organization and upkeep of group spaces

• Maintain staff contact lists, birthday lists, other staffing records

• Coordinate departmental staff events and gatherings

• Process/order office equipment and supplies

• Coordinate office reception functions, answer telephone, check voicemail and greet visitors

• Administrative support with University Advancement to keep communication receipt of gifts and track donor giving.

• Participate in Schaefer Center/Turchin Center for Visual Arts (TCVA) strategic planning process and weekly staff meetings

• Assist with performances and special events, as needed

• Administrative Support for APPlause! K-12 events including

• Provide customer service to schools and groups

• Create and process invoices/payments for school groups and individual attendees

• Manage and record reservations

• Communicate with Parking and Traffic ahead of each performance

• Create seating charts

• Distribution and collection of post-performance surveys

• Additional information and record-keeping

• Event management (including VIP/donor receptions and other functions)

• Office management, including e-mail and phone communication with the public; and oversight of office supply purchases and equipment maintenance

Knowledge, Skills, & Abilities Required for this Position

• Exceptional oral and written communication skills

• Interpersonal abilities

• Attention to detail

• Knowledge and experience in record-keeping, office management, and donor relations

• Prefer candidate with a strong interest in the arts, familiarity with non-profit fundraising, and the ability to work effectively in a collegial and team-oriented office setting

Preferred Qualifications

• Exceptional oral and written communication skills and interpersonal abilities

• Strong organizational skills and attention to detail

• Professional experience/background in customer service, office management and administration

• Demonstrated ability to effectively work in a team-oriented setting

• Strong commitment, interest and familiarity with the arts.

Type of Position Permanent Full-Time Staff/Non-Faculty Staff/Non-Faculty Appointment Type 1.0 Work Schedule/Hours

Mon-Fri; 8am-5pm, with occasional evening and weekend work as necessary for performances and events.

Number of Hours Per Week 40 Number of Months Per Year 12 Mandatory Staff No Physical Demands of Position

Light physical work (moving boxes, tables and light equipment) as necessary. Must have valid driver's license.

Overall Competency Level Journey Salary Grade Equivalency GN06 Salary Range Anticipated Hiring Range $38,127 - $40,000 Required Functional Competencies to Successfully Perform Job Duties.

Communication-Written: Strong communication with donors, Schaefer and Turchin patrons, community partners,facilities, staff, student employees. In addition to verbal communication, must convey important emails to AASF Council members, provide exceptional minutes for staff and councils.

Communication-Verbal: Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training.

Information/Records Administration: Performs research, data collection and analysis of information, and report writing. Utilizes, reconciles, and manipulates data from different internal and external software systems. Applies an in-depth knowledge of a variety of complex processes and procedures.

Pay will be commensurate with applicant competencies, budget, equity and market considerations.

Posting Details Information

Posting Date 06/25/2024 Closing Date 07/10/2024 Competency Level Statement Management will only consider applicants who meet the required competencies. Special Instructions to Applicants

Please attach required documents:

• Cover Letter

• Resume

• List a minimum of 3 professional references in the application or attach a List of References with Contact Information

Search Chair Name Elizabeth Auer Search Chair Email auere@appstate.edu Applicant Pool Preference External (Post on the Web) Posting Number 201502659P Quick Link https://appstate.peopleadmin.com/postings/46791