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 021641 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 Geography & Planning - 250300 Primary Purpose of Position

This position provides support to the Department of Geography and Planning by assisting the Department Chair, program coordinators, and faculty members to assure smooth operation of the Department; manages several budgets including departmental, grants, foundation and faculty accounts; orders supplies and equipment; assistants chair with course term audits and scheduling of classes; processes travel and reimbursements for prospective faculty and guests; establishes and maintaining personnel and departmental files and other duties as assigned.

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

• Manage departmental budgets, including grants, foundation and faculty accounts
• Order supplies and equipment for departmental use
• Assist the department chair with course term audits and class scheduling
• Process travel arrangements and reimbursements for faculty, students and prospective faculty
• Maintain and establish personnel and departmental records
• Compile, edit, and proofread departmental reports and communications
• Manage and track graduate applications and assistantships
• Perform other duties as assigned to support departmental operations

Knowledge, Skills, & Abilities Required for this Position

• Proficiency in general office techniques and administrative practices
• Ability to communicate effectively verbally and in writing
• Accurate word processing skills with a minimum typing speed of 60 words per minute
• Strong multitasking abilities and the capacity to manage competing priorities efficiently

Preferred Qualifications

• Considerable knowledge of University policies and procedures
• Considerable knowledge of Banner Finance and Student Information System

Required Functional Competencies to Successfully Perform Job Duties.

Communication - Written

• Independently compiles, analyzes, assimilates, and composes information into varied or non-standard formats with responsibility for content review, accuracy, quality, timelines, and dissemination. For example: Home Page, Departmental Facebook page, E-mail and Departmental Correspondence.
• Independently writes, designs,and coordinates annual brochure for fund raising event.
• Effectively composes and/or compiles written communication, including reports, minutes of department faculty meetings, letters, and email messages; maintains databases; and processes all budgetary and academic forms.

Budgeting

• Administers and reconciles multiple department budgets, including grant and foundation funds. Advises PIs on grant budgeting and expenditure planning.
• Independently maintains accurate and current budgets to assure funds are properly used within the guidelines of the state and university; completes and processes all budget forms accurately and in a timely manner according to regulations. Works with the Department Chair to allocate and distribute department funds and build contingency plans for possible budget cuts. Submits monthly budget reports to the Chair and Dean's Office. Oversees reconciliation of P-card, prepares P-card reports for Chair approval, and submits P-card reports to Purchasing Office. Submits E&T P-card reconciliation report to the Dean's Office for approval.
• Makes necessary purchases of materials and supplies for the department.
• Meets with the Department Chair on a regular basis to discuss budget status.
• Assists the Department Chair in planning and developing, in compliance with university guidelines and sound accounting principles, accurate and cost-effective budgets that support the mission and goals of the department. To ensure the department has the necessary funding to achieve its mission, while meeting the requirements of proper budget management.
• All budgets will be reconciled monthly and a monthly budget report will be submitted to the Dean's Office and the Department Chair by the 15th of each month. Discrepancies will be brought to the immediate attention of the Department Chair. Budgets will not be under spent or over-extended without the prior approval of the College of Arts and Sciences. Funds will be managed efficiently, with all purchases and budget transfers adhering to the mandated university deadlines and procedures.

Knowledge - Program

• Demonstrates knowledge of academic program, services, and college procedures, including applicable state and federal laws and regulation and University policies and procedures. Communicates independently with appropriate professional agencies. Stays current of acceptable interpretations of curriculum and departmental policies.
• Applies knowledge gained in new training sessions developed on campus to serve as a resource to others on university policies and procedures.
• Provides knowledge to assist in achieving the department's vision and mission.
• Demonstrates knowledge of organizational structure, functions, and services, programs, office procedures and practices. Knowledge of basic HR practices, time sheet approval, hiring, disciplinary procedures, classification, pay, and performance management.
• Demonstrates excellent judgement with regard to departmental policies and procedures.
• Attends at least one workshop per year to develop new skills and acquire new information. Network with other staff or university offices to acquire needed information

Type of Position Permanent Full-Time Staff/Non-Faculty Staff/Non-Faculty Appointment Type 1 Work Schedule/Hours

Mon. - Fri. 8:00-5:00

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 06/19/2026 Closing Date 07/12/2026 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

Search Chair Name Derek Martin , Kathleen Schroeder Search Chair Email martindj1@appstate.edu ; schroederk@appstate.edu Applicant Pool Preference External (Post on the Web)

Departmental Information

Quick Link https://appstate.peopleadmin.com/postings/54776 Posting Number 201502993P

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume
• Cover Letter / Letter of Interest
• List of References with Contact Information

Optional Documents

• Letter of Recommendation (1st doc)
• Letter of Recommendation (2nd doc)
• Letter of Recommendation (3rd doc)