Administrative Support Specialist (Lead in Acad Dept or Admin with Budget Function)

Posting DetailsWork 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 InformationClassification Title Administrative Support Specialist (Lead in Acad Dept or Admin with Budget Function)Working Title Administrative AssistantLocation Boone, NCJob Category 6Position Number 022081Not Eligible for Visa SponsorshipVISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.SDepartment Learning, Teaching, and Curriculum - 260050Primary Purpose Of PositionThis 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 QualificationsGraduation 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 RequiredEssential Job FunctionsThe 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 ManagementMonitor, manage, and reconcile multiple departmental budgets, includingstate funds, special funds, and grantsEnsure proper use, documentation, and reporting of expenditures in compliance with all applicable policies and proceduresCollect financial data and prepare reports detailing the department’s financial statusCommunicate financial information clearly, both verbally and in writing, to faculty, staff, and leadershipReconcile all departmental budgets monthly and maintain detailed reconciliation records on fileReport budget status regularly to the Department ChairPurchasing and ProcurementServe as the department’s purchasing agentComplete P-Card reconciliation, electronic requisitions, and procurementsEnsure faculty and staff are supplied with needed office materialsCollaborate with the department’s co-specialist to maintain educational supplies, materials, and equipment essential to departmental operations and programsPersonnel and Payroll Support Assist the Assistant Chair with hiring and assignment of:Graduate AssistantsWork-study studentsStudent temporary employeesPrepare and process all required employment documentationManage payroll for students and staffMaintain confidential faculty personnel files for tenure-track and adjunct faculty, including:Appointment filesPromotion and tenure documentationOther confidential departmental recordsCompliance and Search SupportEstablish and maintain files for faculty and staff search candidates in accordance with EOEC regulations and university compliance proceduresTravel and Expense ProcessingProcess travel and general expense reimbursements for approximately 40 faculty members, students, and adjunctsSupport reimbursement for educational, training, and professional development activitiesTrain and educate faculty on proper use of travel forms and policies related to travel expensesAdditional ResponsibilitiesServe primarily as a faculty support positionPerform additional duties and special projects as assigned by the Department ChairKnowledge, Skills, & Abilities Required For This PositionKnowledge 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 QualificationsExperience 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-TimeStaff/Non-Faculty Staff/Non-FacultyAppointment Type 1Work Schedule/HoursMon-Fri, 8:00am-5:00pmNumber of Hours Per Week 40Number of Months Per Year 12Mandatory Staff NoPhysical Demands of PositionTo 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 AdvancedSalary Grade Equivalency GN08Salary RangeAnticipated Hiring Range $41,167-$46,643Pay will be commensurate with applicant competencies, budget, equity and market considerations.Posting Details InformationPosting Date 05/05/2026Closing Date 05/20/2026Competency Level Statement Management will only consider applicants who meet the required competencies.Special Instructions to ApplicantsTo submit a complete application, please include the following documents;Cover LetterResumeList a minimum of 3 professional references on the applicationSearch Chair Name Lisa PolingSearch Chair Email polingll@appstate.eduApplicant Pool Preference External (Post on the Web)Departmental InformationQuick Link https://appstate.peopleadmin.com/postings/54112Posting Number 201502968P