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 021791 Not Eligible for Visa Sponsorship Department Mathematical Sciences - 250500 Primary Purpose of Position

1. managing departmental budgets, including administering, managing, and reconciling state, grant, foundation, and other types of funds
2. facilitating an efficient workflow through supervision and collaboration to support administrative tasks
3. providing administrative support for the department chairperson.

Minimum Qualifications License/Certification Required Essential Job Functions

• Administering, managing, and reconciling a variety of budget types, including state, grants, foundation funds and P-card accounts
• Maintaining accurate budget documentation, spreadsheets, and other related documents
• Preparing and submitting regular budget reports to the Dean’s Office, department chair, and other offices as needed
• Interpreting and providing guidance on university policies and procedures regarding budget and budget-related tasks
• Establishing and interpreting guidelines, answering questions, problem solving, and advising faculty and staff regarding university travel policies and procedures or other spending
• Analyzing, processing, and submitting travel authorizations and reimbursements and related documentation
• Placing work orders or requesting estimate requests
• Receiving, organizing, and processing documents related to faculty review processes as needed
• Assisting the department chairperson in scheduling activities, meetings, and events or related services as needed
• Collaborating with other staff and student workers to maintain the office space and resources, including procurement, communication, and organization
• Interacting with faculty and others to solve problems, collect information, request support, or otherwise support the department
• Other tasks as needed by the department to support its mission

Knowledge, Skills, & Abilities Required for this Position

• Strong computer skills in programs including Microsoft Word and Excel, Google Suite, and university platforms
• Proficiency with common business tools such as printers and copiers
• Familiarity with budgets and financial matters and must be able to handle multiple budgets, including faculty and student research grants
• Ability to oversee each budget to ensure fiscal stability
• Adaptability to work with and serve a variety of stakeholders (including faculty, students and fellow staff)
• Ability to work independently and as part of a collaborative team
• Ability to handle stressful situations in a professional manner

Preferred Qualifications

• A four-year degree and two (2) years of experience in administrative support or a similar combination of experience and education.
• Thorough knowledge of standard office practices, ideally in a higher education environment
• Excellent written and verbal communication skills
• Attention to detail
• Strong computer skills, including proficiency in Microsoft Office, Google suite of tools, Banner Finance, and Banner Student
• Ability to multi-task and prioritize workloads with frequent interruptions
• Familiarity with budgets and financial matters; with accompanying problem-solving skills
• Comfortability working both individually and as part of a team, often with empathy and humor
• Familiarity with university organization, policies and procedures

Required Functional Competencies to Successfully Perform Job Duties.

• Develop and recommend new approaches to improve records and information management.
• Organize, assimilate and analyze data collection, administrative and personnel files and archivin