Administrative Support Specialist

Posting Details

Work experience or education that is NOT included on the application will NOT be considered when screening your application. Please include ALL work experience and education on the application to ensure that you receive the appropriate credit toward qualification for this position.

Position Summary Information


Classification Title
Administrative Support Specialist (Lead in Acad Dept or Admin with Budget Function)


Working Title
Administrative Support Specialist


Location
Boone, North Carolina


Job Category
6


Position Number
063771


Not Eligible for Visa Sponsorship


VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S

Department
Sustain Tech & Built Envir - 265300


Primary Purpose of Position


This position performs a variety of program and administrative tasks in support of the Department's mission and Departmental Chair. Responsibilities include public contact, personnel recordkeeping, budget and P-Card reconciliation, travel and procurement processing, payroll entry, and managing the Chair's calendar. Independence in performing these tasks is essential.

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 Department of Sustainable Technology and the Built Environment , part of the College of Fine and Applied Arts, offers programs in sustainable design, construction science, renewable energy, and emerging technologies. Known for its innovative research and commitment to environmental stewardship, the Department fosters a culture of inquiry, discovery, and innovation, and hands-on learning that connects theory with practice and local challenges with global solutions. We serve both undergraduate and graduate students through experiential and service-based education.

We seek an Administrative Assistant who will play a vital role in supporting the Department's mission and the Department Chair. This position manages a range of administrative functions including budgets, financial reporting and P-Card reconciliation, travel and procurement processing, personnel record keeping, faculty position management records, payroll entry, public-facing communications, and calendar coordination. The role requires a high degree of independence, professionalism, and attention to detail, and the ability to be a self-starter, proficient in self-directed learning with solid research skills. Strong spreadsheet skills are a must. Some financial acumen is needed.

Duties and responsibilities of the position may include but are not limited to the following:

• Prepares and reconciles multiple types of budgets. Communicates with the Department Chair and fields all inquiries from the Dean's Office.
• Maintains all budget and financial responsibilities, policies, and procedures for the Department. Keeps the Department Chair informed of all budget matters.
• Manages purchasing, travel, and payroll.
• Compiles records and organizes and maintains files.
• Interprets and communicates necessary budget information with the Department, the College, program directors, the chair, and other campus offices.
• Develops and implements new technology solutions to improve departmental workflow and trains faculty on usage.
• Serves as the primary point of contact with the College budget officer. Works collaboratively and responds timely to Dean's Office requests.

Knowledge, Skills, & Abilities Required for this Position

• Ability to handle a wide variety of requests with a positive attitude when assisting students, faculty, and staff. Respond promptly to the Dean's Office requests and deadlines.
• Proficiency with technology, problem-solving, and developing workflows.
• Organized work habits with experience assisting others in an office environment.
• Ability to multitask in a fast-paced and high-volume environment.
• Strong belief in customer service.
• Adaptable to changing policies and procedures.

Preferred Qualifications

• Experience with payroll, purchasing, and reconciling funds.
• Experience with Appalachian State University's policies and procedures, state budgets and policies.
• Experience with Ellucian Banner ERP system, Chrome Travel, Yo-Mart purchasing, and proficiency with Excel, Google Sheets, forms and calendar, and Microsoft Office programs.
• Bachelor's degree in Business/Accounting field or Associate degree in Business/Accounting with 2 years of related demonstrated experience or similar field or 4 years of related demonstrated experience.
• Attention to providing excellent customer service to a variety of organizations and individuals. The ability to maintain confidentiality of sensitive materials and information.

Required Functional Competencies to Successfully Perform Job Duties.

Budgeting: Maintains and reconciles multiple budgets for the department. Is responsible for departmental purchasing. Makes recommendations to the chair regarding the use and distribution of funds. In conjunction with the administrator, advises subordinate units on fiscal matters such as budget planning, budget analysis, and funding sources. Manages the overall budget for the administrator by reporting expenditures and allocation of funds and sources on a regular basis. Interprets and applies all aspects of purchasing policies and procedures as well as special funds accounting for grants. Communicates and interprets necessary budget information with CFAA, controller, purchasing, department coordinators, the chair and other campus offices

Problem Solving: Develops recommendations and/or independently resolves unprecedented issues and problems. Interprets policies and procedures to resolve problems, participates in solution development with other work units, and explains policy to faculty. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Assumes responsibilities for and manages the results of decisions. Interprets and completely understands when to refer complex problems to the chair.

Communication-Verbal : Applies knowledge of programs, policies and procedures to interpret and communicate information to meet specific needs of staff and clients. Demonstrates the ability to work with confidential and sensitive information.


Communication-Written: Composes written communication with guidance using standard formats. Composes correspondence involving program or operational procedures independently from general instructions or brief summaries. May design and modify recruiting materials for programs.


Information/Records Administration: Records, compiles and summarizes data using established formats. Compiles and organizes information from different sources to develop reports and data.

Knowledge-Program: Understands programs and services to apply this knowledge in problem-solving and responding to most questions and inquiries. Uses program knowledge to interface with other offices and organizations. Provides assistance to students with class registration, course permits, course adds/drops and assigns program advisors. Applies knowledge of University textbook policies in relation to faculty textbook order requirements. Applies knowledge of University policies to process university forms, process Banner payroll and perform e-verifications.

Type of Position
Permanent Full-Time


Staff/Non-Faculty
Staff/Non-Faculty


Appointment Type
1.0


Work Schedule/Hours


Monday - Friday; 8:00 am - 5:00 pm

Number of Hours Per Week
40


Number of Months Per Year
12


Mandatory Staff
No


Physical Demands of Position


To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Overall Competency Level
Advanced


Salary Grade Equivalency
GN08


Salary Range

Anticipated Hiring Range
$43,542 - $45,878

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


Posting Details Information


Posting Date
09/25/2026


Closing Date
10/25/2026


Competency Level Statement
If no applicants apply who meet the required competencies, then management may consider other applicants at a lower competency level.


Special Instructions to Applicants


Please attach required documents:

• Cover Letter
• Resume
• List a a minimum of 3 professional references with contact information in the application

Search Chair Name
co-chairs: Ok-Youn Yu & Elizabeth Schiavone


Search Chair Email
View email address on click.appcast.io ; View email address on click.appcast.io


Applicant Pool Preference
External (Post on the Web)

Departmental Information


Quick Link




Posting Number
201503073P