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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. Financial and Budget ManagementMonitor, manage, and reconcile multiple departmental budgets, includingstate funds, special funds, and grants .

YEAR

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<ul><li>Monitor, manage, and reconcile multiple departmental budgets, includingstate funds, special funds, and grants </li><li>Ensure proper use, documentation, and reporting of expenditures in compliance with all applicable policies and procedures </li><li>Collect financial data and prepare reports detailing the department's financial status </li><li>Communicate financial information clearly, both verbally and in writing, to faculty, staff, and leadership </li><li>Reconcile all departmental budgets monthly and maintain detailed reconciliation records on file </li><li>Report budget status regularly to the Department Chair </li></ul> Purchasing and Procurement<ul><li>Serve as the department's purchasing agent </li><li>Complete P-Card reconciliation, electronic requisitions, and procurements </li><li>Ensure faculty and staff are supplied with needed office materials </li><li>Collaborate with the department's co-specialist to maintain educational supplies, materials, and equipment essential to departmental operations and programs </li><li> </li></ul> Personnel and Payroll Support<ul><li>Assist the Assistant Chair with hiring and assignment of: <ul><li>Graduate Assistants </li><li>Work-study students </li><li>Student temporary employees </li><li> </li></ul></li><li>Prepare and process all required employment documentation </li><li>Manage payroll for students and staff </li><li>Maintain confidential faculty personnel files for tenure-track and adjunct faculty, including: <ul><li>Appointment files </li><li>Promotion and tenure documentation </li><li>Other confidential departmental records </li><li> </li></ul> </li><li> </li></ul> Compliance and Search Support<ul><li>Establish and maintain files for faculty and staff search candidates in accordance with EOEC regulations and university compliance procedures </li></ul> Travel and Expense Processing<ul><li>Process travel and general expense reimbursements for approximately 40 faculty members, students, and adjuncts </li><li>Support reimbursement for educational, training, and professional development activities </li><li>Train and educate faculty on proper use of travel forms and policies related to travel expenses </li><li> </li></ul> Additional Responsibilities<ul><li>Serve primarily as a faculty support position </li><li>Perform additional duties and special projects as assigned by the Department Chair </li><li> </li></ul> Knowledge, Skills, & Abilities Required for this Position <ul><li>Knowledge of Banner Finance, Microsoft, Drupal ( web content management), YoMart systems is preferable or the capacity to learn. </li><li>Competence and experience in budget management. </li><li>Possess excellent written and verbal communication skills. </li><li>Ability to operate under pressure and deliver time-sensitive materials effectively. </li><li>Must be highly organized and detail-oriented, working with large data sets. </li><li>Must be able to work independently and proficiently. </li><li>Ability to work collaboratively and contribute to a varied, complex and professional academic department. </li><li> </li></ul>Preferred Qualifications <ul><li>Experience working in a university environment; </li><li>Two years of accounts payable, purchasing, and/or bookkeeping experience, </li><li>Familiarity with Banner Finance, P-Card, and Payroll. </li><li> </li></ul> 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; <ul><li>Cover Letter </li><li>Resume </li><li>List a minimum of 3 professional references on the application </li><li> </li></ul> 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

Appalachian State

Administrative Assistant

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

IRecruitee

Preferred QualificationsBusiness experience with a music degree, music experience with a business degree, or equivalent experience in administrative duties within an office setting. Publicity Coordinate with the Communications Director of the Hayes School of Music for producing advertisements for Bands and Orchestra performances .

HOUR

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. Request to Recruit Working Title Band Staff, Administrative Assistant Location Boone, NC Position Number N27860 Department School Of Music - 270000 Position Summary Information Minimum Qualifications <ul><li>Experience working in an office environment. </li><li>Must pass a criminal background check. </li></ul>License/Certification Required N/A Essential Job Functions Administrative Assistant dutiesAssist the Bands and Orchestra faculty with: Budgeting and purchasing. <ul><li><ul><li>Coordinate purchasing with the band directors and budget officer to ensure compliance with university purchasing rules </li><li>Must keep accurate and up to date records </li><li>Must regularly communicate with the business officer of the Hayes School of Music </li></ul></li><li>Publicity <ul><li>Coordinate with the Communications Director of the Hayes School of Music for producing advertisements for Bands and Orchestra performances </li><li>Coordinate with the Hayes School of Music Administrative Assistants to create and file programs for all Bands and Orchestra performances </li><li>Coordinate projects with the Bands Media Team to create content for advertisement </li></ul></li><li>Coordinate travel for bands and faculty. <ul><li>Work with athletics to coordinate travel plans for bowl games and basketball band tournament travel. </li><li>Coordinate clinics for bands and orchestra faculty. </li><li>Coordinate other ensemble travel activities as needed including but not limited to: <ul><li>Conference travel </li><li>Recruiting tours </li></ul></li></ul></li><li>Other duties as assigned by the Bands and Orchestra faculty. </li><li>Coordinate projects with the Graduate Teaching Assistants. </li></ul>Preferred Qualifications<ul><li>Business experience with a music degree, music experience with a business degree, or equivalent experience in administrative duties within an office setting. </li><li>1-2 years of prior work experience in an office setting. </li></ul> Work Schedule/Hours Flexible hours Monday-Friday. Number of Hours Per Week No more than 16 hours per week on average for 49 weeks. Number of Months Per Year 11 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. Hiring Range $17.50 per hour Pay will be commensurate with applicant competencies, budget, equity and market considerations. Posting Details Information Posting Date 04/06/2026 Closing Date 04/30/2026 Open Until Filled Yes Applicant Pool Preference External (Post on the Web) Special Instructions to Applicants Submit Cover Letter, Resume and a List of 3 professional references with contact information included Quick Link Posting Number 201500019P

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Administrative Assistant Appalachian State

Band Staff, Administrative Assistant Appalachian State

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