Lead Administrative Assistant

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 Lead Administrative Assistant Location Boone, NC Job Category 6 Position Number 022211 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 Communication - 265100 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 Lead Administrative Assistant serves as office manager and lead administrative support to the chair and assistant chairs within the Department of Communication. Responsibilities include but are not limited to the following essential departmental functions:

• Overseeing office staff, timesheets, dean's recommendations, faculty and staff hiring, and personnel records, maintaining faculty annual reviews and merit calculations records, budgets, purchasing, and departmental accounts.
• Lead administrative communication with faculty, college, university partners, WASU, AppTV, the Appalachian, the Peel, and Second Story Media.
• Work ranges from creating and implementing workflows across faculty, staff, student, and administrative functions to serving the chair through problem-solving near and long-term issues and to exercising independent decision-making and judgment in support of the chair and assistant chairs.

Knowledge, Skills, & Abilities Required for this Position

• Knowledge of budgeting processes
• High-level skills in managing numerical data in related software, including Microsoft Excel
• Expert proficiency in Google Apps
• Demonstrated ability to understand and carry out complex policies related to purchasing, budgeting, hiring, and personnel matters
• Ability to manage essential departmental functions in the absence of the chair and assistant chairs and exercise independent judgment
• Must be able to maintain confidentiality
• Excellent communication skills, orally and in writing
• Demonstrated professionalism in departmental representation
• Ability to work independently on complex financial processes
• Capacity to work well within a team

Preferred Qualifications

• Bachelor's degree or equivalent education and experience
• Two to five years of experience with higher education financial software and processes

Type of Position Permanent Full-Time Staff/Non-Faculty Staff/Non-Faculty Appointment Type 1.0 Work Schedule/Hours Monday - Friday, 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 $43,542 - $46,643 Required Functional Competencies to Successfully Perform Job Duties. Budgeting:

• Oversees the departmental budgets including operating, E&T, student media, debate team, and foundation accounts
• Analyzes budget situation and oversees shadow budget spreadsheets.
• Advises chair on budget use and distribution in accounts.
• Oversees all purchasing.
• Advises faculty and staff on purchasing and reimbursement procedures.
• Interprets and applies all procedures related to special funds accounting and faculty grants.

Work Coordination:

• Oversees annual calendar for all departmental functions including all faculty meetings, APT meetings advisory committee, annual reviews, all personnel matters, and any other essential departmental and university functions.
• Leads facility management, renovation, and office-planning for the chair.
• Completes payroll for office and students.
• Provides support, training, guidance, to administrative support associate and work study students.
• Delegates responsibilities as appropriate in consultation with the chair.

Knowledge-Program:

• Understands all procedures related to chair decision-making concerning budget actuals and projections, travel, reimbursement, promotion and tenure, personnel, and course scheduling.
• Keeps chair current on all related procedural and policy matters.
• Provides orientation and onboarding concerning departmental administrative procedures for new faculty and staff.
• Uses program knowledge to interface with other offices and units on campus.
• Represents chair on select departmental and college work groups and committees.

Pay will be commensurate with applicant competencies, budget, equity and market considerations. Posting Details Information Posting Date 05/08/2025 Closing Date 06/02/2025 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 Shanshan Lou Search Chair Email [email protected] Applicant Pool Preference External (Post on the Web) Departmental Information Quick Link Posting Number 201502879P