Administrative Operations & Records Coordinator

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 University Program Specialist Working Title Administrative Operations & Records Coordinator Location Boone, North Carolina Job Category 2 Position Number 000641 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 Office of General Counsel - 605000 Primary Purpose of Position

Provide Division-wide operational, administrative, data analytics, and records coordination, and agreement administration support to ensure effective business operations, informed decision-making, regulatory compliance, and timely responses to subpoena responses and assistance with other records requests.

Minimum Qualifications

Bachelor's degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

License/Certification Required Essential Job Functions

This position provides comprehensive operational, administrative, and analytical support for the Division; provides division-level data analytics, reporting, process improvement, and administrative support to advance strategic goals, operational effectiveness, and regulatory compliance. In addition to providing support for the Division, the position will work directly with professional staff in the following Division offices: Compliance and Ethics, Risk Management, and Internal Audits. The position will also serve as the primary coordinator for public records requests, working closely with the attorney assigned to advise on public records requests in the Office of General Counsel to ensure timely, accurate, and compliant responses.

Responsibilities:

Public Records Request Coordination (30%)

Serves as the Division's primary coordinator for public records requests and records-related inquiries. Responsibilities include: coordinating all public records requests received by the University in collaboration with the Public Records Officer, General Counsel, IT, Human Resources, and other campus stakeholders; reviewing requests and assisting in identifying potentially responsive records, custodians, departments, and data sources; developing and maintaining tracking systems to monitor requests, deadlines, responses, and associated documentation; coordinating document collection efforts among multiple offices and employees; assisting with records preservation, litigation holds, and document retention requirements; conducting preliminary reviews of collected records for completeness and organization prior to legal review; organizing, indexing, and preparing records for production using electronic document management and e-discovery system; monitoring statutory and institutional response timelines to ensure compliance with applicable public records laws, regulations, and University policies; developing procedures, guidance documents, and training materials related to records management and public records processes; maintaining confidential and sensitive information in accordance with legal and institutional requirements; preparing reports and metrics regarding public records requests, response times, trends, and workload indicators; serving as liaison between divisional departments and other University departments throughout the records process.

Data Analytics (35%)

Provide data analysis, reporting, and decision-support services to divisional leadership. Responsibilities include: collecting, analyzing, validating, and interpreting operational and organizational data from multiple University systems and sources; developing and maintaining dashboards, reports, scorecards, and visualizations to support strategic planning and decision-making; identifying trends, risks, opportunities, and performance indicators through quantitative and qualitative analysis; preparing recurring and ad hoc reports for divisional leadership and administration; monitoring divisional/departmental key performance indicators and provide analysis of outcomes and performance trends; ensure data integrity and compliance with University policies governing data access, security, and privacy.

Operational and Administrative (35%)

Provide high-level administrative and operational support to divisional leadership and units. Responsibilities include: assisting with the coordination of divisional administrative processes, workflows, and standard operating procedures; supporting strategic planning efforts and organizational effectiveness initiatives; preparing correspondence, reports, and presentations. meeting materials, and other related items; coordinating meetings and working groups, including agenda preparation and follow-up activities; coordinating the review, routing, execution, completion, and tracking of affiliation agreements, MOU's, and other departmental agreements in collaboration with university departments, the Office of General Counsel, and other campus stakeholders; providing administrative support for University trademark, service mark, licensing, and brand protection activities

Knowledge, Skills, & Abilities Required for this Position

• Fulfilling the duties of this position requires strong analytical and problem-solving abilities;
• excellent research and writing skills;
• strong communication skills, good judgment, level-headedness, and discretion;
• initiative, intellectual curiosity, tenacity;
• an aptitude for building and sustaining positive working relationships at all levels;
• the ability to manage shifting priorities and multiple complex projects;
• attention to detail;
• excellent follow-through;
• self-motivation;
• the ability to work independently;
• the desire to be fully engaged in the work and to approach it with energy and passion; and
• proficiency with Microsoft Office and Google Suite

Preferred Qualifications

• Experience in higher education, government, legal, compliance, or records management;
• Experience coordinating public records requests, litigation holds, or records retention programs;
• Experience with document management or records management systems;
• Knowledge of North Carolina Public Records Law and records retention requirements.

Required Functional Competencies to Successfully Perform Job Duties.

Professional Knowledge: Knowledge of program policies, procedures, technology, best practices and their theoretical bases, demonstrated by the ability to relate programs to strategic plan to address complex or sensitive issues affecting clients. Knowledge of the inter-relationship of all program areas. Ability to focus management on more strategic programs. Ability to revise and approve programs, services, policies and/or procedures collaboratively. Ability to develop and implement new or revised systems, policies, and/or procedures, related to the business needs of the organization. Ability to serve as the program/project expert.

Program/Project Administration: Ability to administer and/or manage a program with established guidelines and standards in its entirety or several components of a multi-faceted program. Ability to ensure program/project accountability. Ability to define scope, goals, tasks, deliverables, timelines, tools, and resources. Ability to assess the needs of the work unit or project. Ability to determine any gaps, and recommend changes in procedures, workflow and work assignments to improve efficiency and effectiveness in performance of individuals and the work unit as a whole. Ability to develop and monitor program/project databases, schedules and reports. Ability to ensure accuracy of data and compliance with program standards. Ability to perform professional program administrative duties, including technical decisions. Ability to collaborate in the development and completion of grants and contracts. Ability to administer pre- and post-award agreements. Ability to prepare reports as required.

Information Analysis/Decision Making: Ability to analyze business operations and/or financial statements for overall program administration. Ability to develop initiatives to meet program/project needs and objectives. Ability to assess and resolve unprecedented problems that require research and review of policy and procedures for the program or assigned components. Ability to resolves problems or compliance issues, based on delegated authority.

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 GN11 Salary Range Anticipated Hiring Range $65,902 - $70,000

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

Posting Details Information

Posting Date 10/07/2026 Closing Date 11/08/2026 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 with contact information included.

Search Chair Name Melissa Blocker Search Chair Email blockermg@appstate.edu Applicant Pool Preference External (Post on the Web)

Departmental Information

Quick Link https://appstate.peopleadmin.com/postings/56574 Posting Number 201503077P

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume
• Cover Letter / Letter of Interest

Optional Documents

• List of References with Contact Information