Administrative Assistant Job at Appalachian State University
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 Assistant
Location
Boone, NC
Job Category
6
Position Number
001811
Department
Alliance for Research on Regional Colleges - 260350
Description of University
Appalachian State University, in North Carolina’s Blue Ridge Mountains, prepares students to lead purposeful lives as global citizens who understand and engage their responsibilities in creating a sustainable future for all. The transformational Appalachian experience promotes a spirit of inclusion that brings people together in inspiring ways to acquire and create knowledge, to grow holistically, to act with passion and determination, and embrace diversity and difference. As one of 17 campuses in the University of North Carolina system, Appalachian enrolls more than 20,000 students, has a low student-to-faculty ratio and offers more than 150 undergraduate and graduate majors.
Minimum Qualifications
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.
Diplomas or degrees must be received from appropriately accredited institutions.
Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.
Diplomas or degrees must be received from appropriately accredited institutions.
License/Certification Required
N/A
Essential Job Functions
The
Administrative Assistant will provide exceptional fiscal, communications, technology, office management, administrative, and information services for the Alliance for Research on Regional Colleges (ARRC).
This person will serve as the administrative assistant for ARRC’s Executive Director, Board of Directors, and Assistant Director for Professional Development, as well as oversee tasks required for center operations.
Responsibilities include but are not limited to the following:
This person will serve as the administrative assistant for ARRC’s Executive Director, Board of Directors, and Assistant Director for Professional Development, as well as oversee tasks required for center operations.
Responsibilities include but are not limited to the following:
- Managing organizational funds and resolving fiscal matters.
- Serving as point-of-contact via ARRC’s main phone line and general email addresses, as well as maintaining and utilizing mailing lists.
- Supporting collaboration and coordination with ARRC’s in-person and remote directors and a range of internal and external colleagues (scheduling, travel planning, meeting minutes, etc.)
- Periodically reviewing and updating ARRC’s external website and social media accounts (Twitter, LinkedIn, etc.)
- Managing departmental purchasing, invoicing, and contracts.
- Serving as primary point-of-contact for post-award administrative activities (budgets, purchasing/invoicing, contract initiation, fund reconciliation, etc.) related to grants and contracts received by ARRC and others within the Reich College of Education.
- Assisting with planning and execution of events and professional development offerings.
- Providing document formatting and design assistance using Canva and similar tools.
- Fulfilling information-gathering requests from ARRC’s leadership as needed.
- Supervising student workers as necessary.
- Maintaining departmental office suite and supply inventory.
- Communicating effectively and professionally in writing, on the phone, and videoconferencing.
- Staying up-to-date with university policies and procedures and informing ARRC staff accordingly.
- Working independently with little supervision after the onboarding period.
- Other duties as required by ARRC’s Executive Director.
Knowledge, Skills, & Abilities Required for this Position
- Knowledge of general office procedures; clerical skills.
- Excellent communication and public relations skills.
- Knowledge of Microsoft Office Suite and/or Google Workplace Apps, as well as technology used for remote collaboration.
- Ability to work effectively with a range of internal and external stakeholders.
- Previous budget experience.
- Ability to prioritize multiple competing priorities and respond to unexpected situations.
- Strong attention to detail.
Preferred Qualifications
- Associate degree or higher with emphasis on office administrative duties, business software systems, or communications.
- Experience working with teams with in-person and remote colleagues.
- Experience using Banner financial systems and other systems at Appalachian State.
- Experience using social media for work purposes.
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, overtime as required.
Number of Hours Per Week
40
Number of Months Per Year
12
Mandatory Staff
No
Physical Demands of Position
Typical physical demands of a professional position within a university. Including the ability to lift and move up to 30 pounds.
All duties to be performed with or without reasonable accommodations.
All duties to be performed with or without reasonable accommodations.
Overall Competency Level
Advanced
Salary Grade Equivalency
GN08
Salary Range
Anticipated Hiring Range
$38,127 - $43,542
Required Functional Competencies to Successfully Perform Job Duties.
Budgeting: Exercises responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds. In conjunction with the administrator, advises subordinate units on fiscal matters such as budget planning, budget analysis, and funding sources. Manages the overall budget for the administrator by reporting expenditures and allocation of funds and sources on a regular basis. Interprets and applies all aspects of the P-card purchasing policies and procedures as well as special funds accounting for grants along with university policies and procedures of purchasing.
Information/Records Administration: Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines. In-depth knowledge of the archive procedures and tenure and promotion policies and procedures. In-depth knowledge of the Resource Manual, University Policies and Procedures, Faculty Search requirements. Maintains records of faculty needs such as travel, contracts, and scheduling.
Communication-Written: Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively. Correspondence related to special events.
Information/Records Administration: Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines. In-depth knowledge of the archive procedures and tenure and promotion policies and procedures. In-depth knowledge of the Resource Manual, University Policies and Procedures, Faculty Search requirements. Maintains records of faculty needs such as travel, contracts, and scheduling.
Communication-Written: Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively. Correspondence related to special events.
Pay will be commensurate with applicant competencies, budget, equity and market considerations.
Posting Details Information
Posting Date
02/16/2023
Closing Date
02/26/2023
Competency Level Statement
If no applicants apply who meet the required competencies, then management may consider other applicants at a lower competency level.
Special Instructions to Applicants
For a complete application, please apply and submit all below-required documents electronically through Appalachian State University’s Job Board:
- Cover Letter
- Resume
- List of three professional references with contact information
Search Chair Name
Andrew Koricich
Search Chair Email
koricichma@appstate.edu
Disability Accommodation Information
Individuals with disabilities may request accommodations in the application process by contacting Maranda Maxey, Director & ADA/504 Coordinator, at 828-262-3056 or maxeymr@appstate.edu.
Applicant Pool Preference
External (Post on the Web)
Departmental Information
AA/EEO Statement
Appalachian State University is an Affirmative Action/Equal Opportunity Employer. The University does not discriminate in access to its educational programs and activities, or with respect to hiring or the terms and conditions of employment, on the basis of race, color, national origin, religion, sex, gender identity and expression, political affiliation, age, disability, veteran status, genetic information or sexual orientation.
Important Contacts:
Associate Vice Chancellor of Human Resources/Affirmative Action
Office of Human Resources
330 University Hall Dr.
Boone, NC 28608
(828) 262-3187
hr@appstate.edu
Office of Title IX Compliance
123 I.G. Greer Hall
Boone, NC 28608
(828) 262-2144
titleix@appstate.edu
ADA/504 Coordinator & EEO Officer
224 Joyce Lawrence Lane/Suite 112 Anne Belk Hall
Boone, NC 28608
(828) 262-3056
equalopportunity@appstate.edu
We at Appalachian State University are committed to diversity, equity, and inclusive excellence both locally and globally.
Important Contacts:
Associate Vice Chancellor of Human Resources/Affirmative Action
Office of Human Resources
330 University Hall Dr.
Boone, NC 28608
(828) 262-3187
hr@appstate.edu
Office of Title IX Compliance
123 I.G. Greer Hall
Boone, NC 28608
(828) 262-2144
titleix@appstate.edu
ADA/504 Coordinator & EEO Officer
224 Joyce Lawrence Lane/Suite 112 Anne Belk Hall
Boone, NC 28608
(828) 262-3056
equalopportunity@appstate.edu
We at Appalachian State University are committed to diversity, equity, and inclusive excellence both locally and globally.
Clery Act:
Diversity and Inclusion at Appalachian
We at Appalachian State University are committed to diversity, equity, and inclusive excellence both locally and globally.
We understand that the successful implementation of diversity, equity, and inclusive excellence is the responsibility of the entire university community, including alumni and official university governing bodies. A diverse campus community supports an influx of broad and distinct ideas that increase learning opportunities and strengthen the impact of our community as we work collectively to achieve a just experience for all.
We actively encourage, support, and promote a global mindset and an equitable environment where all will know that they belong and are safe to express their culture, identity, values, ideas, opinions, and creativity. We are committed to creating a culture of equity opportunity for all, one that has an expectation of fairness, justice, and equity-minded practice at all levels of the university community.
We understand that the successful implementation of diversity, equity, and inclusive excellence is the responsibility of the entire university community, including alumni and official university governing bodies. A diverse campus community supports an influx of broad and distinct ideas that increase learning opportunities and strengthen the impact of our community as we work collectively to achieve a just experience for all.
We actively encourage, support, and promote a global mindset and an equitable environment where all will know that they belong and are safe to express their culture, identity, values, ideas, opinions, and creativity. We are committed to creating a culture of equity opportunity for all, one that has an expectation of fairness, justice, and equity-minded practice at all levels of the university community.
Background Check Statement
Any offer of employment to a successful candidate will be conditioned upon the University’s receipt of a satisfactory criminal background report.
Eligibility for Employment
Proper documentation of identity and eligibility for employment will be required before the hiring process can be completed.
Quick Link
https://appstate.peopleadmin.com/postings/38666
Posting Number
201502165P
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