Location: Boone,NC, USA
Classification Title Administrative Support Specialist-OSP Working Title Administrative Support Specialist Location Boone, NC Job Category 6 Position Number 043861 Department Wellness and Prevention - 310000 Minimum Qualifications
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
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.
Diplomas or degrees must be received from appropriately accredited institutions.
License/Certification Required Essential Job Functions
Wellness and Prevention Services seeks an Administrative Support Specialist to support our mission of health promotion and harm reduction.
This role includes hiring, training, and supervising student desk assistants, using an EMR system for scheduling, managing provider schedules, responding to information-seeking and scheduling phone calls and emails, managing shared office spaces, implementing a clinical services satisfaction survey, providing front desk coverage when student workers are unavailable, and assisting student workers with onboarding and time-keeping.
This position is responsible for departmental purchasing, travel, budget management, and collaborates with similar positions in other departments.
While this position primarily supports health promotion programming and outreach, the successful candidate may directly engage in health promotion programming and outreach.
Competencies needed to be successful in this role include:
Verbal communication: Trains and supports student workers. Manages provider schedules. Schedules appointments for the department via telephone, email, and walk-ins. Responds to and directs phone calls as needed. Welcomes students and visitors to the department. Coordinates with departmental colleagues and campus partners. Communicates information to university staff, students, faculty, and community about services offered. Provides information about processes and procedures using established guidelines; establishes new processes, procedures, and guidelines when necessary. Provides answers to requests for information over the telephone and through email as needed.
Written communication: Sends and responds to emails, schedules appointments, and creates informational handouts for the department. Writes policies and procedures and revises as needed; explains policies and procedures when necessary. Works with other offices on campus to share information. Generates reports, proofreads documents, and compiles data for use in reports.
Information/Records Administration: Maintains policies and procedures and revises as needed, creates and maintains filing systems, provides accurate departmental information, and maintains accurate, secure records. Collects data for reports and quality improvement. Tracks and provides statistics. Manages all departmental purchasing utilizing university issued procurement card and YoMart. Manages monthly reconciliation process for departmental purchases and works with the director to monitor and manage departmental expenditures. Ensures compliance with grant funding requirements. Manages monthly departmental reporting. Manages access to TimeClock Plus and hourly staff time and helps with troubleshooting.
Program Knowledge: Answers questions from students, faculty, staff, families, and community members. Assists with health promotion and harm reduction programming as needed. Leads special projects as needed. Trains student workers about the program so that they can answer questions. Orders specialty health promotion and harm reduction supplies.
Problem-Solving: Solves problems in collaboration with other staff, Functions as a representative of the department when dealing with student, faculty, staff, family, or community conflict or problems. Responds to concerns with compassion and kindness. Applies judgment regarding confidential and sensitive information. Assists with distributing event materials and programmatic supplies across campus. Coordinates with Facilities for office repair and maintenance.
Technology Use: Uses phone, computer, copier, scanner, and fax. Uses EMR for scheduling. Manages departmental technology needs, assists with training student workers to use EMR, phone, copier, fax, and scanner. Submits ITS work requests. Coordinates with ITS staff for technology repair or refresh. Makes technology purchases. Uses budgeting systems for reporting and tracking. Manages office access through CS Gold WebCard Center. Manages space reservations through 25Live.
Knowledge, Skills, & Abilities Required for this Position
Positions in this banded classification are characterized by knowledge or skills particular to an area of specialization or process. Work requires specialized knowledge in the processing and application of information, documents and/or materials. The majority of time is allocated to tasks that involve several steps and require the selection of the most appropriate action within procedural and operational guidelines. Work requires knowledge of program policies, procedures and information systems in order to communicate and process information. The range of duties includes, but is not limited to, verifying data, report writing, summarizing and reconciling information or financial data, records management, claims review and processing, data collection and analysis, research, inventory, personnel administration and fund collection or expenditures. Examples of the areas of specialization in this banded class include, but are not limited to, payroll, student services, accounting, medical records, statistical, and personnel.
Preferred Qualifications
Graduation from high school and demonstrated possession of knowledge, skills and abilities gained through at least three years of office-based experience or completion of a two-year degree with one year of experience as described above; or an equivalent combination of training and experience.
Type of Position Permanent Full-Time Staff/Non-Faculty Staff/Non-Faculty Appointment Type 1.0 Work Schedule/Hours
The normal work schedule for this employee is 8:00 a.m. - 5:00 p.m. Monday through Friday.
Number of Hours Per Week 40 Number of Months Per Year 12 Mandatory Staff No Physical Demands of Position
Mostly sedentary, ability to read computer screen for long periods, ability to answer telephone and take messages.
Overall Competency Level Journey Salary Grade Equivalency Salary Range Anticipated Hiring Range $34,602 - $40,059 Required Functional Competencies to Successfully Perform Job Duties.
Verbal communication: Trains and supports student workers. Manages provider schedules. Schedules appointments for the department via telephone, email, and walk-ins. Responds to and directs phone calls as needed. Welcomes students and visitors to the department. Coordinates with departmental colleagues and campus partners. Communicates information to university staff, students, faculty, and community about services offered. Provides information about processes and procedures using established guidelines; establishes new processes, procedures, and guidelines when necessary. Provides answers to requests for information over the telephone and through email as needed.
Written communication: Sends and responds to emails, schedules appointments, and creates informational handouts for the department. Writes policies and procedures and revises as needed; explains policies and procedures when necessary. Works with other offices on campus to share information. Generates reports, proofreads documents, and compiles data for use in reports.
Information/Records Administration: Maintains policies and procedures and revises as needed, creates and maintains filing systems, provides accurate departmental information, and maintains accurate, secure records. Collects data for reports and quality improvement. Tracks and provides statistics. Manages all departmental purchasing utilizing university issued procurement card and YoMart. Manages monthly reconciliation process for departmental purchases and works with the director to monitor and manage departmental expenditures. Ensures compliance with grant funding requirements. Manages monthly departmental reporting. Manages access to TimeClock Plus and hourly staff time and helps with troubleshooting.
Program Knowledge: Answers questions from students, faculty, staff, families, and community members. Assists with health promotion and harm reduction programming as needed. Leads special projects as needed. Trains student workers about the program so that they can answer questions. Orders specialty health promotion and harm reduction supplies.
Problem-Solving: Solves problems in collaboration with other staff, Functions as a representative of the department when dealing with student, faculty, staff, family, or community conflict or problems. Responds to concerns with compassion and kindness. Applies judgment regarding confidential and sensitive information. Assists with distributing event materials and programmatic supplies across campus. Coordinates with Facilities for office repair and maintenance.
Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees, which may include formal/informal training. 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. Selects, understands and fully applies a variety of features in software programs, databases, information systems, and specialized equipment. Identifies and recognizes problems that have established precedents and limited impact. Refers non-standard questions and problems to higher levels.
Pay will be commensurate with applicant competencies, budget, equity and market considerations.
Posting Details Information
Posting Date 12/02/2024 Closing Date 12/15/2024 Competency Level Statement If no applicants apply who meet the required competencies, then management may consider other applicants at a lower competency level. Special Instructions to Applicants
Please attach required documents:
* Cover Letter
* Resume
List at least 3 professional references as part of the application.
Search Chair Name Jordan Perry Search Chair Email ...@appstate.edu Applicant Pool Preference External (Post on the Web)
Departmental Information
Quick Link Posting Number 201502778P