What are the responsibilities and job description for the University Program Associate-Operations position at Appalachian State University?

Position Summary Information

Classification Title	University Program Associate
Working Title	University Program Associate-Operations
Location	Boone, NC
Job Category	5
Position Number	066151
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	College of Education - 260000
Primary Purpose of Position	The Reich College of Education (RCOE) is the designated professional education unit at Appalachian State University and is committed to providing rigorous, innovative programs that prepare educators and leaders through high-quality classroom and applied learning experiences. The University Program Associate - Operations supports this mission by providing advanced administrative, financial, and operational coordination for the Dean's Office. The University Program Associate-Operations serves as a central administrative and operational resource for the entire Reich College of Education, providing advanced coordination and oversight of college-wide curriculum processes, budget and fund management, and travel administration. The position ensures the efficient and compliant execution of academic and administrative workflows by managing curriculum actions through university approval systems, supporting multiple college funding streams, and overseeing all college-wide travel authorizations and reimbursements. This role requires interpretation and application of university, UNC System, and regulatory policies, as well as collaboration with faculty, staff, and university offices to maintain accuracy, accountability, and timeliness across high-volume, high-impact processes. The position plays a critical role in supporting the college's instructional, research, and operational mission through effective management of administrative systems and resources.
Minimum Qualifications	Bachelor's degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions	This position plays a critical role in managing college-wide travel processes, supporting budget and fund management across multiple funding sources, and coordinating curriculum (AP&P) workflows. The role requires strong knowledge of university policies and systems, independent judgment, and the ability to manage complex, high-volume processes that support the college's academic, research, and operational priorities. Duties & Responsibilities include: Administrative and Operational Support Provide high-level administrative support to the Associate Dean, including coordination of schedules, priorities, and communications Serve as a primary point of contact for the Dean's Office, responding to inquiries and directing requests appropriately Maintain organized digital records, shared drives, and documentation systems to support efficient operations Coordinate with university offices (e.g., Registrar, Academic Affairs, Enrollment Management, Business Affairs) to support college operations College-Wide Travel Administration Manage and coordinate all travel requests and reimbursements for the Reich College of Education using university systems (e.g., Chrome River) Provide guidance to faculty and staff on travel policies, procedures, and compliance requirements Review travel documentation for accuracy, funding alignment, and adherence to university and UNC System policies Serve as a liaison with university business and travel offices to resolve travel-related issues Budget and Financial Management Administer and reconcile RCOE Summer School budget resources (approximately $500,000 ), including faculty contracts for main campus and App State Online Support development and distribution of departmental Summer budget allocations in consultation with the Associate Dean Reconcile PCard transactions and ensure compliance with university financial policies Coordinate contracts, one-time payments, purchasing, and equipment expenditures Monitor and reconcile multiple funding sources, including F&A research funds and Graduate School funding for graduate assistants and related expenses Prepare budget reports, projections, and financial summaries to support leadership decision-making Collaborate with the RCOE Business Officer on financial processes and reporting Curriculum (AP&P) Coordination Serve as the lead college contact for curriculum (AP&P) processes Provide guidance and training to departments on proposal development, submission, and approval procedures Review curriculum proposals for accuracy, completeness, and compliance with university standards Coordinate collection, tracking, and distribution of proposals through Curriculog and university review bodies Maintain accurate records of curriculum actions, approvals, and revisions Committee and Meeting Support Coordinate logistics for college-level committees, including scheduling, communications, and materials preparation Develop meeting agendas, record minutes, and maintain documentation of committee actions Support collection, organization, and submission of reports required by the Associate Dean Technology and Systems Utilization Utilize university enterprise systems (e.g., Banner, Chrome River, Curriculog, 25Live, AIM, Google Workspace, Microsoft Office) to manage workflows, records, and reporting Maintain data accuracy and support integration across systems for operational and reporting needs General College Support Provide additional front-line support for the Dean's Office, on an as-needed basis Support supervision and coordination of graduate assistants as assigned Perform other duties as assigned by the Associate Dean or Dean
Knowledge, Skills, & Abilities Required for this Position	Substantive knowledge of university and UNC System policies related to travel, budget management, procurement, and financial compliance Demonstrated ability to review, approve, and reconcile complex travel authorizations and reimbursements at a college-wide level Knowledge of budget tracking, fund management, and financial reporting processes, including monitoring multiple funding sources (state, trust, grant/F&A, etc.) Ability to analyze financial data and identify discrepancies, trends, or compliance issues Experience managing or coordinating college- or unit-level budgets and expenditures Knowledge of curriculum management systems (e.g., Curriculog) and academic approval processes (UGAPP, GAPP, Gen Ed Council, Registrar workflows) Ability to coordinate complex, multi-step approval processes across departments and administrative units Strong attention to detail and accuracy in high-stakes financial and curriculum documentation Ability to interpret and apply policies to ensure compliance with institutional, state, and external regulations Ability to manage competing deadlines and high-volume transactional workflows with minimal supervision Experience providing guidance and training to faculty and staff on administrative processes (e.g., travel, curriculum, budget procedures) 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 Academic Affairs and Operations Coordinate a variety of resources in acquiring information. Ability to use relevant information technology systems- MS Office, Google Suite, Banner, Yomart, ChromeRiver, 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 and Microsoft Office applications - spreadsheet experience a must Knowledge and understanding of university systems (Banner, AIM, 25 Live, CBAS, YoMart, Chrome River, Dashboard reports) Extensive experience managing large budgets Extensive experience with App State Travel policies, procedures and systems (Chrome River) Understanding of Appalachian AP&P processes and protocols Record of a high level of organizational skills; strong personal communication skills and excellent people skills; familiarity with Appalachian academic operations and procedures
Required Functional Competencies to Successfully Perform Job Duties.	Program Administration Utilize advanced organizational, analytical, and problem-solving skills to support and manage complex administrative, financial, and curriculum-related processes within the Reich College of Education. The position independently identifies, analyzes, and resolves issues related to college-wide travel administration, budget management, curriculum processes (AP&P) and some student services. This role requires the ability to interpret and apply university, UNC System, and state-level policies (e.g., financial and travel regulations) to ensure compliance and accuracy across high-volume and high-impact workflows. The position must proactively resolve routine and non-routine issues, coordinate across multiple stakeholders, and determine appropriate courses of action, including when escalation to the Associate Dean or Dean is necessary. Success in this role requires sound judgment, attention to detail, and the ability to manage competing priorities while ensuring timely and accurate resolution of complex situations. Information/Records Administration Responsible for the management, analysis, and reporting of complex administrative, financial, and curriculum-related records for the Reich College of Education. The position maintains accurate and compliant records across multiple systems related to budget and fund management, college-wide travel administration, and curriculum processes (AP&P). This role requires in-depth knowledge of university, UNC System, and college policies, as well as the ability to interpret and apply those policies to ensure accuracy, consistency, and compliance in all records and reporting. The position supports data-informed decision-making by compiling, reconciling, and analyzing financial and administrative data, and by maintaining documentation that supports audits, reporting requirements, and operational planning. A high level of organization, attention to detail, and discretion is required to manage high-volume, high-impact records across multiple functional areas. Knowledge - Program & Organization Independently coordinate and manage complex, high-volume administrative workflows that support the operational, financial, and academic functions of the Reich College of Education. The position is responsible for organizing, prioritizing, and ensuring the timely completion of interrelated processes involving college-wide travel administration, budget and fund management, curriculum (AP&P) actions, and direct administrative support to the Associate Dean. This role requires the ability to develop, implement, and refine processes and protocols that improve efficiency, accuracy, and compliance across multiple functional areas. Leading Work Teams Provide comprehensive administration, coordination, and oversight of financial processes supporting the Reich College of Education, with primary responsibility for managing RCOE Summer School budget resources and supporting additional college funding streams, including F&A research funds and Graduate School funding for graduate assistants and related expenses. The position develops, monitors, and reconciles budgets; prepares allocation models; and provides data-informed recommendations to support decision-making by the Associate Dean/Dean. This role requires in-depth knowledge of university, UNC System, and state financial policies and procedures, as well as the ability to ensure compliance across multiple funding sources and high-volume transactions.
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. Some night and evening work may be required to support college events.
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	GN09
Salary Range
Anticipated Hiring Range	$48,004 - $50,438

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

Posting Details Information

Posting Date	07/31/2026
Closing Date	08/16/2026
Competency Level Statement	Management will only consider applicants who meet the required competencies.
Special Instructions to Applicants	Candidates should provide the following materials with their application: Resume Cover Letter Cover letter should specifically outline how the candidate's education and professional experiences address the minimum and preferred qualifications for this position.* List a minimum of 3 professional references on the application or attach a List of References with Contact Information
Search Chair Name	Amy Milsom
Search Chair Email	milsomas@appstate.edu
Applicant Pool Preference	External (Post on the Web)

Departmental Information

Quick Link	https://appstate.peopleadmin.com/postings/55497
Posting Number	201503027P

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.

Salary : $48,004 - $50,438

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