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Administrative Support Specialist

Employer
Appalachian State University
Location
North Carolina, United States
Salary
Salary Not specified
Date posted
May 16, 2024

Job Details



Administrative Support Specialist

Department: College of Education - 260000

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.

License/Certification Required


Essential Job Functions
The Reich College of Education (RCOE) is the designated professional educationunit at Appalachian State University. RCOE seeks to provide a well-balanced program of classroom and clinical experience. The Administrative Support Specialist supports this mission by systematically staying abreast of the necessary program, departmental, and college needs and requirements related to university and college-level policies and protocols. This position provides the primary administrative and budgetary support for the Associate Dean for Student Affairs and Program Services in the Reich College of Education. The position has the following essential job functions:

Administrative Support for Associate Dean:
  • Phone call management
  • Appointment scheduling
  • Travel requests/reimbursements
  • Associate Dean PCard reconciliation
  • Liaison with Registrar, Financial Aid, Academic Affairs, Enrollment Management and other offices to support Dean’s Office
  • Maintain Associate Dean Shared Drive and other document resources
  • Professional Education Council Responsibilities
    • Meeting date selections, calendar invites, and room reservations
    • Maintain PEC membership roster. Coordinate membership changes with the Associate Dean
    • Responsible for all PEC communications
    • Develop meeting agendas, taking of minutes and vetting of minutes with Associate Dean


  • Working knowledge of Chrome River, Banner, AIM, e-Print, Dashboard Reports, Google Suite, Degree Workds and other university systems
  • Collection, organization and support of annual reports as required by the Associate Dean

Budget Responsibilities:
  • Associate Dean PCard reconciliation
  • ASO faculty salary calculation and verification for contracts
  • Administrative oversight and reconciliation of RCOE Summer School allocation ($500,000+ budget). Main campus and Appstate Online faculty contracts.
  • Responsible for the development of initial RCOE Summer departmental budget allocations and distribution of budgets to departments (In consultation with the Associate Dean)
  • Support the RCOE Business Officer with additional budget support as appropriate and needed and approved by the Associate Dean
  • Lead budgetary support for RCOE Summer Research Program (~$20,000)
    • Coordinating contracts/1-time pays
    • Purchase of equipment
    • Reconcile budget

Student Support:
  • Form collection and distribution to appropriate units
    • Late Add/Drop
    • Exception to Drop
    • Financial Aid: POS verification
    • Incomplete grade forms
    • Special Course Approvals
    • Residency Licensure inquiries and form submission reviews and preparation for Associate Dean
    • Responsible for Admission to Teacher Education Low-GPA monitoring and formal letters

Reich College of Education AP&P Support:
  • Lead RCOE contact for information related to AP&P processes
    • Communicates expectation and process for proposal development support for departments through informal and formal training
    • Responsible for proposal collection, organization, and distribution for college
    • Initial review of AP&P proposal submissions for accuracy and completeness
    • Update proposals post-review with minor modifications and approval dates
    • Distribution of proposals to and from college and university review bodies

Faculty Licensure:
  • Coordinate the NC Teaching Licensure for all RCOE faculty
  • Develop database, timelines, communications, and processes to monitor and track faculty licensure renewals
  • Develop and implement protocols for the distribution of licensure information, collection of forms and resources, and the submission of completed forms and supporting documents for submission to the NC Department of Public Instruction for licensure renewals
  • Develop annual reports/monitoring system for renewals and pending renewals for upcoming year

Event Planning and Support:
  • RCOE and University Commencement lead support
  • Facilitation of RCOE Hooding Ceremonies
    • Dean speaker invitations
    • Room scheduling
    • Necessary equipment
  • Support the RCOE Communications Liaison with RCOE events as needed and approved by Associate Dean
  • Coordinate with the Dean’s Office team to set up rooms and resources to support college-level events such as RCOE Faculty and Staff meetings, Open House, and Teacher Preview Day.

General RCOE Support:
  • Responsible for Dean’s Office reception area and phone line coverage as needed
  • Responsible for ordering plaques for special events: retirements, college awards, and other needs
  • Monitor RCOE classrooms, Rotunda and other building spaces for cleanliness and neatness
  • Cover AC meetings to take minutes in Dean’s Executive Assistants Absence
  • Responsible for scheduling classrooms and spaces, as needed
  • General office supply orders
  • Submission of Physical Plant work orders for facility repairs and upgrades, as needed
  • Dean’s Office graduate assistantship worker support, as needed


Knowledge, Skills, & Abilities Required for this Position
  • Substantive knowledge of university and college procedures, methods and practices related to course scheduling, budgets, AP&P, procurements, travel requests/reimbursements, Pcard, student forms and other office administrative and student affairs systems.
  • Strict adherence to confidentiality protocols and practices.
  • Substantive knowledge and ability to use correct grammar, vocabulary, spelling, proofreading and program terminology to compose correspondence, reports and other materials.
  • Ability to record, compile, summarize and analyze narrative and numerical materials.
  • Ability to communicate effectively both orally and in writing.
  • Ability to plan and coordinate a volume and variety of appointments, meetings, and other events.
  • Ability to plan, prioritize, organize and review administrative and program workflow and procedures.
  • Ability to learn, interpret, explain and administer policies, regulations and programs.
  • Ability to exercise judgment and discretion in problem-solving to address day-to-day issues.
  • Ability to answer inquiries independently and in consultation with Associate Dean for Student Affairs and Program Services.
  • Coordinate a variety of resources in acquiring information.
  • Ability to use relevant information technology systems- MS Office, Google Suite, Banner, Degree Works and other university systems.
  • Ability to work independently and take the lead in tasks when required.
  • Ability to work collaboratively with other staff in the dean’s office suite to assure coverage for graduate assistantship students and other clientele who may need assistance.


Preferred Qualifications
  • Significant office support experience
  • Experience using a variety of Google Applications and Microsoft Office applications
  • Knowledge and understanding of university systems (Banner, AIM, 25 Live, CBAS, Dashboard reports)
  • Extensive experience managing large budgets
  • Event planning experience
  • Understanding of Appalachian AP&P processes and protocols
  • Familiarity with NC faculty licensure requirements and processes
  • Understanding of Teacher Education programming and requirements
  • Record of a high level of organizational skills; strong personal communication skills and excellent people skills; familiarity with Appalachian academic operations and procedures


Work Schedule/Hours: Monday-Friday, 8:00 am - 5:00 pm. Some night and evening work may be required to support college events.
Anticipated Hiring Range: $40,134-$43,542
Closing Date: 6/2/2024

To apply, visit https://appstate.peopleadmin.com/postings/46095

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.


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