Sustainable Development Lead Administrative Support Specialist

Appalachian State University•Boone, NC

40d

About The Position

Employees in this lead administrative role support the Department Chair and the Department and its faculty, staff, and students by performing a variety of administrative tasks, with primary functions in budget management, monitoring, and reconciliation; records keeping; reports; travel expense planning and authorization procedures; procurements; p-card purchases and monthly reconciliations; and Banner system functions. The employee provides logistical support for a variety of Department functions, including but not limited to faculty meetings, retreats, events, guest speakers, class speakers, the Climate Stories Collaborative, and the SD Lunch and Learn series. The employee is also responsible for customer service functions, including but not limited to professional written and verbal communications with faculty, staff, personnel in other units on campus, parents, and current and prospective students, among others, when appropriate.

Requirements

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.
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 Sustainable Development, 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.

Nice To Haves

BA/BS College degree in Business or related field, or a minimum of 3 years in a similar role.
At least five years of related professional adminsitrative experience.

Responsibilities

Departmental budget management, including but not limited to the following: Monitor and reconcile funds; state budgets, grant budgets, special funds, foundation budgets, and scholarships
Manages the overall Department budget by reporting on and ensuring the accuracy and compliance of running balance of funds, expenditures, allocations of funds, and encumbrances of funds on a routine basis
Works collaboratively with the Business Officer, and responds to special requests
Understands, interprets, and applies all university, college, and departmental purchasing procedures and policies and established norms
Travel Expense administration
Monthly p-card (purchase card) reconciliations
Departmental purchases and procurements
Attention to detail, thoroughness, integrity, organizational skills
Knowledge of and capacity in Excel, Google tools, campus budget management systems
Ensures Department's fiscal accountability with accurate, timely, and detailed attention to a variety of interconnected and complex policies and procedures
Verbal, written, and interpersonal communication skills, including but not limited to the following: Compiles, analyzes, and composes information into varied formats with responsibility for content review, accuracy, quality, and deadlines, requiring in-depth knowledge of the Department's mission and vision as it relates to all areas, including teaching, research, service, and outreach
Composes and sends professional email and telephone communications with faculty and students on a regular basis and with other units on campus, when appropriate
Plays key customer service role in the Department, including responding to inquiries from the general public, donors, current and prospective students, parents, faculty, and campus personnel
Works well independently and collaboratively
Strong writing and presentation skills
Assists with the Department's website maintenance, promotion of Department events and special events, and bulletin boards
Schedules and coordinates appointments, classroom schedules, meetings, and events
Serves as professional liaison between the Department, the FAA Dean's Office, Admissions, and Academic Affairs, and other units on campus, when appropriate
Assists faculty, staff, and students with administrative paperwork, policies, and procedures and with routine office needs
Professional department administrative duties to support the Department, its faculty, staff, and students, including but not limited to the following: Research, data collections, analysis of information, and report writing
Captures data from different internal and external data management systems, synthesizes information, and provides Department Chair with relevant information for decision making
Develops internal management systems for budget administration and for the maintenance and archiving of sensitive information in the Department, such as personnel files, faculty evaluations, and other sensitive materials
Understands university, college, and Department policies and procedures related to the work of the Department Personnel Committee, the Promotion and Tenure Committee, Faculty Searches, and Adjunct Hiring
Conducts all Department business in compliance with university, college, and Department policies and procedures
Supports the Department's mission and vision as it relates to all areas, including teaching, research, service, and outreach
Knowledge of university organizational structure, functions, services, and programs
Knowledge of Department's degree programs and requirements, curriculum, programs of study, and special course policies and procedures, such as internships