Administrative Support Specialist

Classification Title Administrative Support Specialist (Lead in Acad Dept or Admin with Budget Function) Working Title Administrative Support Specialist Location Boone, NC Job Category 6 Position Number 021231 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 Theatre & Dance - 265350 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 Theatre and Dance provides courses and programs leading toward liberal arts degrees and teacher certification as well as courses that provide the general student population with an opportunity for integrated learning through the arts.

The Administrative Support Specialist is responsible for performing a wide variety of administrative and office support functions for the chair and faculty in the Department of Theatre and Dance.

The range of responsibilities includes, but is not limited to:

• Serve as the lead administrative support to the department
• Order supplies and materials for the department.
• Work with third-party vendors in arranging and securing royalty contracts for theatrical productions produced in the department's co-curricular production program.
• Prepare and monitor various types of budgets. Communicate with the Department Chair and field all inquiries
• Manage payroll for student employees, staff, and work-study.
• Assist with scholarship administration
• Attend and take minutes for department faculty meetings.
• Assist search committees with travel arrangements, reimbursements, scheduling etc. for candidates who have applied for positions.
• Provide training for student workers, and community service volunteers.
• Maintain all budget and financial responsibilities, policies and procedures for the department. Keep department chair informed of all budget matters
• Serve as the liaison between the Department, the Dean's Office, Registrar's Office, and other offices across campus.
  
  

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 Theater & Dance, 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

• Prefer experience with Appalachian State University's policies and procedures, state budgets and policies.
• Prefer experience with Ellucian Banner ERP system, Chrome Travel, Yo-Mart purchasing, Excel, Google sheets, forms and calendar, Microsoft Office programs.
• Strong financial and budget acumen with demonstrated experience.
• Bachelor's degree in Business/Accounting field or Associate degree in Business/Accounting with 2 years of related demonstrated experience or similar field or 4 years of related demonstrated experience
• Three years of progressively responsible administrative/office management experience. At least two years of familiarity with budgets and spreadsheets.
• Familiarity with royalty contracts is a plus.
• Attention to providing excellent customer service to a variety of organizations and individuals.
• Knowledge of matters pertaining to education and higher education is beneficial.
• Understanding and appreciation of the functions of an event-producing theatre and dance program is beneficial.
  
  

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

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

• Administers the departmental budget, makes recommendations to the chair regarding the use and distribution of funds.
• Advises on fiscal matters such as budget planning, budget analysis, and funding sources.
• Manages the overall budget for the department 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.
• Communicates and interprets necessary budget information with CFAA budget officer, department coordinators, the chair and other campus offices.
  
  

Knowledge Program

• Makes informed interpretations, applications, and allowable exceptions of written policies and procedures.
• Uses knowledge of organizational structure, functions, and services, programs, office procedures and practices.
• Applies up to date knowledge for: basic HR practices, time sheet approval, hiring procedures, faculty travel, grant records, etc.
• Compliant with State and university budget and financial requirements and fund reconciliation.
  
  

Problem Solving

• Anticipate administrative issues and develop recommendations for resolution.
• Recognize and resolve non-standard problems using operating procedures, practices and established precedents.
• Recognize when to refer complex issues to the chair.
• Serves as a resource for others in resolving unprecedented, non-standard issues with regards to their administrative process and procedures.
  
  

Work Coordination

• Facilitate flow of work throughout the department.
• Coordinate and direct the office support activities while managing a wide variety of records, reports and files.
• May develop new processes or procedures relevant to the support needs of the department. Administrative support for all student hires.
  
  

Pay will be commensurate with applicant competencies, budget, equity and market considerations.

Posting Details Information

Posting Date 10/10/2025 Closing Date 11/02/2025 Competency Level Statement Management will only consider applicants who meet the required competencies. Special Instructions to Applicants

Required

For applications to be considered, all work history must be included. 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 included
  
  

Search Chair Name Michael Helms Search Chair Email helmsml@appstate.edu Applicant Pool Preference External (Post on the Web)

Departmental Information

Quick Link https://appstate.peopleadmin.com/postings/52393 Posting Number 201502920P