Administrative Support Specialist

Classification Title Administrative Support Specialist (Lead in Acad Dept or Admin with Budget Function) Working Title Administrative Support Specialist Working Location (City, State) Boone, NC Job Category 6 Position Number 096961 Department College of Education

• 260000 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 Administrative Support Specialist provides administrative assistance and budgetary support to the Reich College of Education's (RCOE) Assistant Dean. They support the vision and mission of the RCOE as well as that of programs that report to the Assistant Dean, including the App State lab school. The Administrative Support Specialist performs a variety of moderately complex administrative duties to support various programs and initiatives of the college.

Job Duties & Responsibilities

• Provide executive-level administrative support to the Assistant Dean; assist with calendar and email management, schedule and arrange appointments, meetings, and conferences.

• Manage travel authorizations, arrangements, and reimbursements for the Assistant Dean and their direct reports.

• Support the budget process through the preparation of purchase requisitions, placing orders, submitting invoices for payment, budget tracking, and budget reconciliations.

• Assist with meeting agenda preparations and minutes.

• Complete tasks and actions within the university's applicant tracking system, PeopleAdmin, to support the hiring and contract process.

• Generate and submit monthly reports for Pcard reconciliation.

• Assist with the management of grants and special projects that are led by the Assistant Dean and their direct reports.

• Assist with the collection, organization, and submission of annual reports as required by the Assistant Dean and their direct reports.

• Serve as the secretary of the lab school Advisory Board.

• Work collaboratively with university staff members in finance, payroll, purchasing, human resources, communications, and legal.

• Conduct administrative tasks for the lab school and serve as the liaison between the lab school and university staff.

• Lead communication team meetings for the programs that report to the Assistant Dean.

• Manage social media accounts, update websites, and create graphic designs for a variety of marketing materials.

• Coordinate, manage, and support various events ensuring a seamless and successful event experience.

• Plan and manage on-campus field trips for the lab schools and other K-12 schools.

• Obtain 12-passenger van certification and transport individuals to and from the lab school.

• Assist RCOE Dean's Office staff with various administrative tasks.

• Perform other duties as assigned.

Occasional travel may be required to the lab school or within the region for meetings and other convenings.

Knowledge, Skills, & Abilities Required for this Position

• Work confidentially with discretion

• Consistently exhibit high standards of professional conduct

• Be adept at communicating with a diverse population, such as university professionals/personnel, school officials, education partners, and vendors

• Effective interpersonal skills

• Strong organizational skills

• Be a detail-oriented multitasker who possesses strong time-management and problem-solving skills

• Work independently as needed and understand basic customer service concepts

• Ability to use basic office equipment - computers, copiers, and other general office equipment

• Strong command and use of Microsoft Office applications and Google Suite Apps

• Maintain good public relations with education and community partners

• Work with courtesy, tact, and diplomacy in dealing with others, and the ability to work cooperatively as part of a team

• Commitment to being a team player

• Commitment to professional learning and development

• Knowledge of ChromeRiver, AIM, YoMart, PeopleAdmin, Zoom, and other university systems

• Experience in communications, marketing, social media, or a related field

Preferred Qualifications

• Two or four-year degree

• Previous office administrative experience

• Experience using Google Applications (Calendar, Chat, Docs, Sheets, Forms, etc.)

• Experience in communications, marketing, social media, or a related field (Canva, Adobe, etc.)

• Event coordination experience

• Knowledge and understanding of university systems (YoMart, PeopleAdmin, ChromeRiver, AIM, etc.)

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

Monday

• Friday, 8:00 a.m.

• 5:00 p.m.

Occasional evenings and weekends

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

General administrative duties. Long hours in front of a computer. All required duties are to be performed with or without reasonable accommodation.

Overall Competency Level Journey Salary Grade Equivalency GN06 Salary Range Anticipated Hiring Range $33,800-38,127 Required Functional Competencies to Successfully Perform Job Duties.

Communication-Verbal:

• Be adept at communicating with a diverse population, such as university professionals/personnel, school officials, education partners, and vendors

• Effective interpersonal skills

• Maintain good public relations with education and community partners

• Work with courtesy, tact, and diplomacy in dealing with others, and the ability to work cooperatively as part of a team

Communication-Written:

• Assist with meeting agenda preparations and minutes.

• Serve as the secretary of the lab school Advisory Board.

• Maintain good public relations with education and community partners

• Work with courtesy, tact, and diplomacy in dealing with others, and the ability to work cooperatively as part of a team.

Problem Solving:

• Assist with the management of grants and special projects that are led by the Assistant Dean and their direct reports.

• Work collaboratively with university staff members in finance, payroll, purchasing, human resources, communications, and legal.

• Lead communication team meetings for the programs that report to the Assistant Dean.

• Manage social media accounts, update websites, and create graphic designs for a variety of marketing materials.

• Coordinate, manage, and support various events ensuring a seamless and successful event experience.

• Plan and manage on-campus field trips for the lab schools and other K-12 schools.

• Work collaboratively on administrative tasks with lab school personnel (office staff) and serve as liaison between lab schools and university staff.

• Be a detail-oriented multitasker who possesses strong time-management and problem-solving skills.

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

Posting Details Information

Posting Date 05/30/2024 Closing Date 06/11/2024 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 of References with Contact Information or provide a minimum of 3 professional references in the application form.

Search Chair Name Dr. Hannah Reeder Search Chair Email reederhs@appstate.edu Applicant Pool Preference External (Post on the Web) Posting Number 201502627P Quick Link https://appstate.peopleadmin.com/postings/46335