Administrative Assistant

Appalachian State University

Boone, NC

ID: 7054643
Posted: December 4, 2018

Job Description

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.

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.

License/Certification Required
Essential Job Functions
Act as the administrative assistant for Director of NCDE, Director of Kellogg Institute, and oversee tasks required for NCDE Center operations. Act as Registrar for Kellogg Institutes.

Duties include:

Managing organizational funds, and resolve fiscal matters independently
Hiring and supervising student and semi-monthly workers as necessary
Maintaining current knowledge of university policies and procedures and informing NCDE staff
Manages department orders and contracts
Maintaining inventory and office equipment
Scheduling calendar and travel events
Assisting with exhibits at conferences and travel arrangements and submission of travel forms
Archiving departmental documents
Managing main phone line for the NCDE
Employee works independently with minimal supervision
Other duties as required by the NCDE Director
The person for this job will be self-managed to complete work processes such as:

Collecting money and depositing it with ASU Student Accounts
Assisting the Kellogg Institute Director, writing professional business letters and engaging professionally with the public
Processing contracts, supply orders, travel forms, and subscriptions
Paying bills and managing the budget
Knowledge, Skills, & Abilities Required for this Position
Knowledge of general office procedures; clerical skills
Previous budget experience
Knowledge of Microsoft office suite
Excellent communication and public relations skills
Preferred Qualifications
Associate degree or higher with emphasis on office administrative duties and business software programs.
Experience in the Banner financial systems and Appalachian ‘contracts management systems’ is a plus.
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, overtime as required. The schedule can include nights, weekends, holidays before, during, and after national conferences, the 2-3 week Kellogg Institute(s) and NCDE’s Research Conference.

Number of Hours Per Week 40
Number of Months Per Year 12
Mandatory Staff No
Physical Demands of Position
Must be able to lift 30 pounds with or without reasonable accommodations

Overall Competency Level Journey
Salary Grade Equivalency GN06
Salary Range
Anticipated Hiring Range $31,200 - $34,925
Required Functional Competencies to Successfully Perform Job Duties.
Budgeting: Exercises responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds. In conjunction with the administrator, advises subordinate units on fiscal matters such as budget planning, budget analysis, and funding sources. Manages the overall budget for the administrator 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.

Information/Records Administration: Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines. In-depth knowledge of the archive procedures and tenure and promotion policies and procedures. In-depth knowledge of the Resource Manual, University Policies and Procedures, Faculty Search requirements. Maintains records of faculty needs such as travel, contracts, and scheduling.

Communication-Written: Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. Reviews sensitive materials and edits content constructively. Correspondence related to special events.


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