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, NC Job Category 6 Position Number 021791 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 Mathematical Sciences - 250500 Primary Purpose of Position

The Administrative Support Specialist serves as the Office Manager for the department and reports directly to the Chair of the Department of Mathematical Sciences. Under that role's general direction the Administrative Support Specialist primarily works independently to perform routine office duties as well as specialized, administrative duties which include:

• managing departmental budgets, including administering, managing, and reconciling state, grant, foundation, and other types of funds
• facilitating an efficient workflow through supervision and collaboration to support administrative tasks
• providing administrative support for the department chairperson.

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

• Administering, managing, and reconciling a variety of budget types, including state, grants, foundation funds and P-card accounts
• Maintaining accurate budget documentation, spreadsheets, and other related documents
• Preparing and submitting regular budget reports to the Dean's Office, department chair, and other offices as needed
• Interpreting and providing guidance on university policies and procedures regarding budget and budget-related tasks
• Establishing and interpreting guidelines, answering questions, problem solving, and advising faculty and staff regarding university travel policies and procedures or other spending
• Analyzing, processing, and submitting travel authorizations and reimbursements and related documentation
• Placing work orders or requesting estimate requests
• Receiving, organizing, and processing documents related to faculty review processes as needed
• Assisting the department chairperson in scheduling activities, meetings, and events or related services as needed
• Collaborating with other staff and student workers to maintain the office space and resources, including procurement, communication, and organization
• Interacting with faculty and others to solve problems, collect information, request support, or otherwise support the department
• Other tasks as needed by the department to support its mission

Knowledge, Skills, & Abilities Required for this Position

• Strong computer skills in programs including Microsoft Word and Excel, Google Suite, and university platforms
• Proficiency with common business tools such as printers and copiers
• Familiarity with budgets and financial matters and must be able to handle multiple budgets, including faculty and student research grants
• Ability to oversee each budget to ensure fiscal stability
• Adaptability to work with and serve a variety of stakeholders (including faculty, students and fellow staff)
• Ability to work independently and as part of a collaborative team
• Ability to handle stressful situations in a professional manner

Preferred Qualifications

• A four-year degree and two (2) years of experience in administrative support or a similar combination of experience and education.
• Thorough knowledge of standard office practices, ideally in a higher education environment
• Excellent written and verbal communication skills
• Attention to detail
• Strong computer skills, including proficiency in Microsoft Office, Google suite of tools, Banner Finance, and Banner Student
• Ability to multi-task and prioritize workloads with frequent interruptions
• Familiarity with budgets and financial matters; with accompanying problem-solving skills
• Comfortability working both individually and as part of a team, often with empathy and humor
• Familiarity with university organization, policies and procedures

Required Functional Competencies to Successfully Perform Job Duties.

Information/Records Administration:

• Develop and recommend new approaches to improve records and information management.
• Organize, assimilate and analyze data collection, administrative and personnel files and archiving.
• Review data and information for completeness and accuracy using standard guidelines.
• Hiring and processing of all paperwork for student employees in tandem with other department administration.
• Process payroll for staff and student employees.

Budgeting:

• Advises on fiscal matters such as budget planning, budget analysis, and funding sources. Reports expenditures and allocation of funds and sources on a regular basis, interprets and applies all aspects of p-card and purchasing policies and procedures as well as special funds accounting for grants in line with University policies and procedures.
• Prepares, processes and tracks travel authorizations and reimbursement forms.

Knowledge-Program:

• Understands general operation of functional unit, to include knowledge of staff and program responsibilities.
• Applies knowledge necessary to provide answers to "frequently asked questions".
• Uses general knowledge of program procedures, methods and practices to refer clients to resources.
• Acquires general knowledge needed to submit work orders. 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 forms.

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

Mon-Fri 7:30-4:30, but exact times may be flexible.

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 - $46,643

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

Posting Details Information

Posting Date 06/15/2026 Closing Date 07/05/2026 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 or attach a List of References with Contact Information

Search Chair Name Tracie McLemore Salinas Search Chair Email salinastm@appstate.edu Applicant Pool Preference External (Post on the Web)

Departmental Information

Quick Link https://appstate.peopleadmin.com/postings/54729 Posting Number 201502990P

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