Administrative Assistant

Appalachian State

Boone, NC

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JOB DETAILS

SALARY

$41,167–$46,643 Per Year

SKILLS

Accounts Payable, Administrative Skills, Bookkeeping, Budget Management, Budget Reporting, Budgeting, Business Processes, Communication Skills, Content Management, Data Sets, Detail Oriented, Drupal, Educational Administration, File Maintenance, Finance, Financial Compliance, Financial Support, High School Diploma, Identify Issues, Leadership, Microsoft Product Family, Order Supplies, Organizational Skills, Payroll Administration, Presentation/Verbal Skills, Problem Solving Skills, Purchasing/Procurement, Reconciliation, Record Keeping, Regulatory Compliance, Reimbursement, Staff Policies, Status Reports, Team Player, Training/Teaching, Training/Teaching Curriculum, Travel Policy, University/School Regulations, Willing to Travel, Writing Skills

LOCATION

Boone, NC

POSTED

Today

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

Working Title
Administrative Assistant

Location
Boone, NC

Job Category
6

Position Number
022081

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
Learning, Teaching, and Curriculum - 260050

Primary Purpose of Position
This Administrative Support Specialist position serves the Department of Learning, Teaching and Curriculum by providing financial and faculty support, purchasing, and payroll and personnel records.

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.

License/Certification Required

Essential Job Functions
The Administrative Support Specialist provides comprehensive administrative and financial support to the department, with primary responsibility for budget management, purchasing, personnel support, and faculty services. This position reports to the Department Chair and plays a critical role in ensuring the department's financial integrity, compliance, and day-to-day operational efficiency.
Financial and Budget Management

Monitor, manage, and reconcile multiple departmental budgets, includingstate funds, special funds, and grants
Ensure proper use, documentation, and reporting of expenditures in compliance with all applicable policies and procedures
Collect financial data and prepare reports detailing the department's financial status
Communicate financial information clearly, both verbally and in writing, to faculty, staff, and leadership
Reconcile all departmental budgets monthly and maintain detailed reconciliation records on file
Report budget status regularly to the Department Chair

Purchasing and Procurement

Serve as the department's purchasing agent
Complete P-Card reconciliation, electronic requisitions, and procurements
Ensure faculty and staff are supplied with needed office materials
Collaborate with the department's co-specialist to maintain educational supplies, materials, and equipment essential to departmental operations and programs

Personnel and Payroll Support

Assist the Assistant Chair with hiring and assignment of:
- Graduate Assistants
- Work-study students
- Student temporary employees
Prepare and process all required employment documentation
Manage payroll for students and staff
Maintain confidential faculty personnel files for tenure-track and adjunct faculty, including:
- Appointment files
- Promotion and tenure documentation
- Other confidential departmental records

Compliance and Search Support

Establish and maintain files for faculty and staff search candidates in accordance with EOEC regulations and university compliance procedures

Travel and Expense Processing

Process travel and general expense reimbursements for approximately 40 faculty members, students, and adjuncts
Support reimbursement for educational, training, and professional development activities
Train and educate faculty on proper use of travel forms and policies related to travel expenses

Additional Responsibilities

Serve primarily as a faculty support position
Perform additional duties and special projects as assigned by the Department Chair

Knowledge, Skills, & Abilities Required for this Position

Knowledge of Banner Finance, Microsoft, Drupal ( web content management), YoMart systems is preferable or the capacity to learn.
Competence and experience in budget management.
Possess excellent written and verbal communication skills.
Ability to operate under pressure and deliver time-sensitive materials effectively.
Must be highly organized and detail-oriented, working with large data sets.
Must be able to work independently and proficiently.
Ability to work collaboratively and contribute to a varied, complex and professional academic department.

Preferred Qualifications

Experience working in a university environment;
Two years of accounts payable, purchasing, and/or bookkeeping experience,
Familiarity with Banner Finance, P-Card, and Payroll.

Required Functional Competencies to Successfully Perform Job Duties.
Budgeting: Maintains the budget for state and special funds by accessing Banner and keeping a shadow ledger by fund. Each month each fund is reconciled and a report kept on file. Acts as the purchasing agent for the department by ordering equipment and supplies for the office and faculty. This is done through Yo-mart with electronic procurements and with the Purchasing Card. P-Card is reconciled each month and a report turned into purchasing. All travel and business expenses will be processed as needed to include travel authorizations, reimbursement reports, entertainment and business expenses. Process student payroll twice monthly and staff payroll once monthly.
Problem Solving: Must be able to identify problems and come up with solutions to keep the department running smoothly within the parameters of accepted policies. Resolve issues and problems that may come up with regard to supplies, equipment or budget questions. Refer problems to the Chair or Asst. Chair when necessary.

Communication - Verbal: Keep faculty and staff apprised of policy changes and per diem changes as they pertain to extension travel and conference travel. Assist faculty in the proper use of various expense reimbursement forms.

Type of Position
Permanent Full-Time

Staff/Non-Faculty
Staff/Non-Faculty

Appointment Type
1

Work Schedule/Hours
Mon-Fri, 8:00am-5:00pm

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
$41,167-$46,643

Pay will be commensurate with applicant competencies, budget, equity and market considerations.
Posting Details Information
Posting Date
05/05/2026

Closing Date
05/20/2026

Competency Level Statement
Management will only consider applicants who meet the required competencies.

Special Instructions to Applicants
To submit a complete application, please include the following documents;

Cover Letter
Resume
List a minimum of 3 professional references on the application

Search Chair Name
Lisa Poling

Search Chair Email
polingll@appstate.edu

Applicant Pool Preference
External (Post on the Web)

Departmental Information
Quick Link

Posting Number
201502968P

About the Company

Appalachian State

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