What are the responsibilities and job description for the Administrative Support Specialist (Lead in Acad Dept or Admin with Budget Function) position 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 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
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;
Search Chair Email polingll@appstate.edu
Applicant Pool Preference External (Post on the Web)
Departmental Information
Quick Link https://appstate.peopleadmin.com/postings/54112
Posting Number 201502968P
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 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
- Monitor, manage, and reconcile multiple departmental budgets, includingstate funds, special funds, and grants
- Ensure proper use, documentation, and reporting of expenditures in compliance with all applicable policies and procedures
- Collect financial data and prepare reports detailing the department’s financial status
- Communicate financial information clearly, both verbally and in writing, to faculty, staff, and leadership
- Reconcile all departmental budgets monthly and maintain detailed reconciliation records on file
- Report budget status regularly to the Department Chair
- Serve as the department’s purchasing agent
- Complete P-Card reconciliation, electronic requisitions, and procurements
- Ensure faculty and staff are supplied with needed office materials
- Collaborate with the department’s co-specialist to maintain educational supplies, materials, and equipment essential to departmental operations and programs
- Assist the Assistant Chair with hiring and assignment of:
- Graduate Assistants
- Work-study students
- Student temporary employees
- Prepare and process all required employment documentation
- Manage payroll for students and staff
- Maintain confidential faculty personnel files for tenure-track and adjunct faculty, including:
- Appointment files
- Promotion and tenure documentation
- Other confidential departmental records
- Establish and maintain files for faculty and staff search candidates in accordance with EOEC regulations and university compliance procedures
- Process travel and general expense reimbursements for approximately 40 faculty members, students, and adjuncts
- Support reimbursement for educational, training, and professional development activities
- Train and educate faculty on proper use of travel forms and policies related to travel expenses
- Serve primarily as a faculty support position
- Perform additional duties and special projects as assigned by the Department Chair
- Knowledge 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.
- Experience working in a university environment;
- Two years of accounts payable, purchasing, and/or bookkeeping experience,
- Familiarity with Banner Finance, P-Card, and Payroll.
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;
- Cover Letter
- Resume
- List a minimum of 3 professional references on the application
Search Chair Email polingll@appstate.edu
Applicant Pool Preference External (Post on the Web)
Departmental Information
Quick Link https://appstate.peopleadmin.com/postings/54112
Posting Number 201502968P
Salary : $41,167 - $46,643