Administrative Support Specialist

Classification Title Administrative Support Specialist-OSP Working Title Administrative Support Specialist Location Boone, NC Job Category 6 Position Number 021821 Department College of Education - 260000 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 Primary Purpose of Position The Administrative Support Specialist serves as a key operational and administrative support role for the Reich College of Education, reporting to the Associate Dean for Academic Affairs and Operations. The primary purpose of the position is to serve as the lead contact and receptionist for the college with leadership and coordination of building operations, including facilities management requests, key and access control (CS Gold), space planning and assignments (25Live), classroom scheduling, configurations, and approvals (CBAS). The role also supports college visibility and communication efforts through management of building displays and plaques and provides direction to student workers supporting the RCOE Dean's office. In addition, the position delivers direct administrative support to the Associate Dean, ensuring efficient coordination of daily operations, responsiveness to college needs, and alignment of building and administrative services with the broader mission of the college. Minimum Qualifications Graduation from high school and one year of related office experience; or an equivalent combination of education and experience. Diplomas or degrees must be received from appropriately accredited institutions. Reich College of Education Primary Contact Serving as primary receptionist and initial contact for the RCOE Dean's Office Monitoring main RCOE phone line and directing calls to the appropriate areas Coordinating coverage of RCOE phone and reception area Answering faculty, staff, and student questions and directing to the appropriate areas Collect forms and deliveries for Dean's Office Co-chairing the RCOE Building Emergency Team Providing Administrative Assistant duties for the Associate Dean for Academic Affairs and Operations College-level Directory Phone Support Maintaining the RCOE phone and office assignment list and accompanying inventories (Faculty, staff, centers, departments) Coordinating office and departmental signage Coordinating phones (VoIP changes, add/remove users, order new phone numbers, cancel numbers), troubleshooting phone issues, and resetting phones. Coordinating, updating, and maintaining college-level Google groups membership (RCOE, faculty, staff and others) Graduate Assistant Coordination Coordinating the hiring, training, scheduling and duty assignments of Dean's Office graduate assistants Administering graduate assistant timesheets Facilities Support and Maintenance Documenting and submitting all building maintenance and repair requests and tracking statuses Liaising with Building Services to support building maintenance Ensuring that classrooms, Rotunda and other public spaces are well maintained and organized Ordering supplies for RCOE Dean's Office via YoMart and Warehouse Managing RCOE surplus materials and movement of furniture/equipment Serving as lead contact for building-level alarms Coordinating Art and Exhibition installations Classroom Scheduling and Oversight Serving as primary contact for all RCOE building scheduling, including Gordon Gathering Halls and Rotunda. Liaising with the Registrar's Office to coordinate room assignments and prepopulation assignments via 25Live and Banner Providing oversight of building and classroom usage requests from faculty, staff, students and various other units internal and external to the RCOE. Administering RCOE and university policies and protocols regarding event schedules, setup and post-event reconfiguring (internal and external groups). Supervising and scheduling Gordon Gathering Hall mechanical wall (Ensuring the wall is up/down depending on the event type and use pattern). Working closely with the Associate Dean for Academic Affairs and Operations to ensure policies and protocols are current and align with university requirements. Ensuring that all RCOE classroom and seminar room configurations are properly set prior to semester starts and throughout each semester (appropriate number of chairs, tables, whiteboard resources and other requirements) Maintaining classroom cleanliness (podiums, walls, floors, whiteboards, etc.) Coordinating technology integration and updates with IT Managing CBAS Dean-level approvals aligned with physical classroom scheduling operations Office Assignment and Key Support Coordinating faculty and staff office assignments and moves Coordinating phone number assignments with IT/Centrex Coordinating office furniture moves and needs Managing and maintaining RCOE faculty/Staff key check-in/out via WebCheckout Coordinating key orders and rekeying of doors with Physical Plant Developing reports and analytics as needed CS Gold Electronic Door (Appcard) Access Providing oversight of RCOE CS Gold building access Maintaining accurate database of active users with CS Gold access privileges Setting custom access privileges for faculty, staff and students Liaising with University personnel to establish access and restrictions during university breaks and special events Developing and providing reports of user access upon request RCOE Copier Supervision Providing oversight of all zone copiers and printers Reporting on monthly copier counts Maintaining copier usage records and compiling copier usage data and budget information with RCOE Business Officer Maintaining copier resources (paper, toner, etc). Coordinating regular assessment of copiers to ensure there is adequate supplies of paper in the machine and the copier room. Maintaining general copier room/area cleanliness Liaising with university personnel to report errors or service needs via support tickets Providing general support of copier related issues: replace toner, toner box waste, staples, error codes and jams. College-level Committee Oversight Developing and maintaining college-level committee lists Annually updating college-level committee membership and bylaw inventory Knowledge, Skills, & Abilities Required for this Position Strong verbal and written communication skills Excellent interpersonal skills Excellent time management and organizational skills Ability to focus and manage tasks under time constraints Proficiency with Microsoft Office Suite (Excel proficiency required) and Google Applications. Specifically, Word, Excel/Google Sheets, Google Forms and other tools. Successful candidates will be very organized, proactive, attentive to detail, thorough, reliable and dependable in their work. Preferred Qualifications Familiarity with Appalachian academic and business operations and procedures Knowledge and experience working with App State University systems (Banner, Degree Works, CBAS, CS Gold, 25 Live) Experience coordinating events and complex schedules Experience with inventory management and oversight Experience managing systems and developing procedures to support unit needs 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. Communication - Verbal Presents ideas in a clear, concise, organized manner. Explains and interprets programs, policies and procedures to meet the specific needs of staff and clients. Advises program staff/clients in all matters related to program operations. Communication - Written Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively. Knowledge-Program Program knowledge includes acceptable interpretations, applications, and allowable exceptions of written policies and procedures. Requires knowledge of organizational structure, functions, and services, programs, office procedures and practices. Type of Position Permanent Full-Time Work Schedule/Hours Monday - Friday, 8:00 am - 5:00 pm Number of Hours Per Week 40 Number of Months Per Year 12 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 Journey Salary Grade Equivalency GN06 Anticipated Hiring Range $42,067-$43,542 Pay Pay will be commensurate with applicant competencies, budget, equity and market considerations. #J-18808-Ljbffr