Position Summary Information
| Classification Title |
Administrative Support Specialist (Lead in Acad Dept or Admin with Budget Function) |
| Working Title |
Sustainable Development Lead Administrative Support Specialist |
| Location |
Boone, NC |
| Job Category |
6 |
| Position Number |
021701 |
| 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 |
Sustainable Development - 265450 |
| 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 Department of Sustainable Development provides students with critical inquiry and applied practice in global development, social justice, and environmental stewardship. Rooted in a commitment to community-driven change, the department equips students to analyze complex development challenges and craft innovative, sustainable solutions that promote human well-being, ecological resilience, and shared prosperity.
We are seeking a
Lead Administrative Support Specialist to join our collaborative team. This role provides essential support to the Department Chair, its faculty, staff, and students by performing a variety of administrative tasks, with primary functions in budget management, monitoring, and reconciliation; records keeping; reports; travel expense planning and authorization procedures; procurements; p-card purchases and monthly reconciliations; and Banner system functions.
The employee provides logistical support for a variety of Department functions, including but not limited to faculty meetings, retreats, events, guest speakers, class speakers, the Climate Stories Collaborative, and the SD Lunch and Learn series. The employee is also responsible for customer service functions, including but not limited to professional written and verbal communications with faculty, staff, personnel in other units on campus, parents, and current and prospective students, among others, when appropriate. This position is ideal for someone who thrives in a mission-driven environment and values both operational excellence and meaningful engagement.
Responsibilities include but are not limited to:
Departmental budget management, including but not limited to the following:
- Monitor and reconcile funds; state budgets, grant budgets, special funds, foundation budgets, and scholarships
- Manages the overall Department budget by reporting on and ensuring the accuracy and compliance of running balance of funds, expenditures, allocations of funds, and encumbrances of funds on a routine basis
- Works collaboratively with the Business Officer, and responds to special requests
- Understands, interprets, and applies all university, college, and departmental purchasing procedures and policies and established norms
- Travel Expense administration
- Monthly p-card (purchase card) reconciliations
- Departmental purchases and procurements
- Attention to detail, thoroughness, integrity, organizational skills
- Knowledge of and capacity in Excel, Google tools, campus budget management systems
- Ensures Department's fiscal accountability with accurate, timely, and detailed attention to a variety of interconnected and complex policies and procedures
Verbal, written, and interpersonal communication skills, including but not limited to the following:
- Compiles, analyzes, and composes information into varied formats with responsibility for content review, accuracy, quality, and deadlines, requiring in-depth knowledge of the Department's mission and vision as it relates to all areas, including teaching, research, service, and outreach
- Composes and sends professional email and telephone communications with faculty and students on a regular basis and with other units on campus, when appropriate
- Plays key customer service role in the Department, including responding to inquiries from the general public, donors, current and prospective students, parents, faculty, and campus personnel
- Works well independently and collaboratively
- Strong writing and presentation skills
- Assists with the Department's website maintenance, promotion of Department events and special events, and bulletin boards
- Schedules and coordinates appointments, classroom schedules, meetings, and events
- Serves as professional liaison between the Department, the FAA Dean's Office, Admissions, and Academic Affairs, and other units on campus, when appropriate
- Assists faculty, staff, and students with administrative paperwork, policies, and procedures and with routine office needs
Professional department administrative duties to support the Department, its faculty, staff, and students, including but not limited to the following:
- Research, data collections, analysis of information, and report writing
- Captures data from different internal and external data management systems, synthesizes information, and provides Department Chair with relevant information for decision making
- Develops internal management systems for budget administration and for the maintenance and archiving of sensitive information in the Department, such as personnel files, faculty evaluations, and other sensitive materials
- Understands university, college, and Department policies and procedures related to the work of the Department Personnel Committee, the Promotion and Tenure Committee, Faculty Searches, and Adjunct Hiring
- Conducts all Department business in compliance with university, college, and Department policies and procedures
- Supports the Department's mission and vision as it relates to all areas, including teaching, research, service, and outreach
- Knowledge of university organizational structure, functions, services, and programs
- Knowledge of Department's degree programs and requirements, curriculum, programs of study, and special course policies and procedures, such as internships
|
| Knowledge, Skills, & Abilities Required for this Position |
- Substantial knowledge and ability to use a Macintosh or PC and software processes, particularly Excel, Google forms/sheets, Chrome River Travel, P-Card Bank system, and Yomart purchasing.
- Due to the great amount of work with the faculty, students, and the public, this person must have excellent written and verbal communication skills and be comfortable working with the public.
- Ability to follow directions, multitask, work independently, apply basic computational knowledge, organize, and be proficient in Microsoft Office is critical.
- Strong financial acumen.
- This position requires a person who is self-directed but works well in a team.
- This person must also be able to set priorities to accurately and quickly accomplish a wide variety of tasks while experiencing frequent interruptions to assist students, staff, faculty and parents.
- This person must possess strong organizational skills and be able to manage a constantly changing set of policies, procedures, and requirements.
- A professional disposition is required for this position.
- This position requires expertise in using Banner Finance, Banner Student, CBAS (Academic Schedule system), DegreeWorks, WebFocus Dashboard, DocuWare, Total Contract Management System (TCM).
- Appointment scheduling software and email, copiers, and fax machines.
- This person must be willing to learn a thorough knowledge of the major/minor curricula in the Department of Sustainable Development, University and College policies and procedures, and protocol for exceptions to policy.
- It is critical that the person in this position carry out the duties in a very professional manner.
- The candidate must be able to communicate positively the expectations, needs, and conflicts that arise within the work environment.
- The ability to maintain confidentiality of sensitive materials and information.
- The position requires an individual who can think critically, creatively, objectively, fairly, and do so confidently and consistently.
|
| Preferred Qualifications |
- BA/BS College degree in Business or related field, or a minimum of 3 years in a similar role.
- At least five years of related professional adminsitrative experience.
|
| Type of Position |
Permanent Full-Time |
| Staff/Non-Faculty |
Staff/Non-Faculty |
| Appointment Type |
1.0 |
| Work Schedule/Hours |
Monday-Friday; 8:00 - 5:00 p.m. |
| 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 |
| 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: Performs research, data collection and analysis of information, and report writing. Utilizes, reconciles, and manipulates data from different internal and external software systems. Applies an in-depth knowledge of a variety of complex processes and procedures. Demonstrates acceptable interpretations and applications of the archival procedures and tenure and promotion policies and procedures. Demonstrates acceptable interpretations and applications of the Resource Manual, University Policies and Procedures, Faculty Search requirements.
Communication - Verbal & Written:
Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training. Schedules and coordinates appointments, meetings and events. Independently compiles, analyzes, assimilates, and composes information into varied or non-standard formats with responsibility for content review, accuracy, quality, and timelines, requiring in-depth program knowledge and interpretation. Correspondence related to special events. |
Pay will be commensurate with applicant competencies, budget, equity and market considerations.
Posting Details Information
| Posting Date |
10/15/2025 |
| Closing Date |
11/02/2025 |
| Competency Level Statement |
Management will only consider applicants who meet the required competencies. |
| 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 |
co-chairs: Laird Christensen & Elizabeth Schiavone |
| Search Chair Email |
christensenle@appstate.edu , schiavonee@appstate.edu |
| Applicant Pool Preference |
External (Post on the Web) |
Departmental Information
| Quick Link |
https://appstate.peopleadmin.com/postings/52423 |
| Posting Number |
201502922P |
|
Appalachian State University
$43,542 - $46,643
Oct 15, 2025