University Program Associate - Boone, United States - Appalachian State

Description

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
University Program Associate

Working Title
University Program Associate

Working Location (City, State)
Boone, NC

Job Category
5

Position Number
062451

Department
James Center for Student Success & Advising

Description of University

Appalachian State University, in North Carolina's Blue Ridge Mountains, prepares students to lead purposeful lives as global citizens who understand and engage their responsibilities in creating a sustainable future for all. The transformational Appalachian experience promotes a spirit of inclusion that brings people together in inspiring ways to acquire and create knowledge, to grow holistically, to act with passion and determination, and embrace diversity and difference. As one of 17 campuses in the University of North Carolina system, Appalachian enrolls more than 20,000 students, has a low student-to-faculty ratio and offers more than 150 undergraduate and graduate majors.

Minimum Qualifications

Bachelor's degree; or equivalent combination of training and experience. All 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

The James Center for Student Success and Advising is the unit in the Reich College of Education (RCOE) that works with academic departments to recruit, advise, provide professional development, and retain teacher education majors during their tenure at Appalachian State to ensure success for a career in education. The Center provides information for prospective students, professional development opportunities, academic advising, and student engagement through various groups and events.

Job Duties and Responsibilities of the University Program Associate include:

• Maintain knowledge of current policies, procedures, and technologies (including GSuite, Banner finance, YoMart, etc) relevant to programming and operations within the James Center including
• Identify, understand, and provide possible resolutions for issues arising in the course of implementing James Center programming and operations.
• Understand the James Center's vision, mission, and goals; work toward their realization through supporting James Center programming and operations; and collaborate with all James Center staff on the continuous improvement of our efforts.
• Work independently to manage work priorities and deadlines with high attention to detail to manage James Center financial records and operations; including monitoring and reconciling departmental budgets, purchasing cards, travel, reimbursements, and necessary documentation in accordance with University Policies
• Secure resources, staffing, space, equipment, supplies and inventory as needed to support the work of the James Center regarding programming and operations.
• Compile financial reports and develop, recommend, and implement improvements to financial record-keeping tools, systems, and processes as necessary
• Lead teams as assigned in support of James Center programming and operations (e.g., Reich College of Education Commencement Celebration, selected Appalachian Educators Club committee chairs, Education Peer Ambassadors).
• Serve as a point of contact regarding James Center programming and operations to current and prospective students, families, faculty, and staff
• Consistently demonstrate effective organization, problem-solving, and teamwork skills.
• Maintain confidentiality of all James Center records as appropriate

Knowledge, Skills, & Abilities Required for this Position

• Substantive knowledge of program procedures, methods and practices related to the James Center for Student Success and Advising as well as at the university level.
• Substantive knowledge and ability to use correct grammar, vocabulary, spelling, proofreading and program terminology to compose correspondence, reports and other materials.
• Substantive knowledge of program content and services to apply in the analysis of information and decision-making.
• Ability to record, compile, summarize and analyze narrative and numerical materials.
• Ability to communicate effectively both orally and in writing.
• Ability to plan and coordinate a volume and variety of appointments, meetings, and other events.
• Ability to plan, prioritize, organize and review administrative and program workflow and procedures.
• Ability to learn, interpret and analyze applicable program content and make necessary decisions.
• Ability to learn, interpret and explain policies, regulations and programs.
• Ability to exercise judgment and discretion in problem-solving.
• Ability to answer inquiries independently and coordinate a variety of resources in acquiring information.
• Ability to use relevant information technology systems.

Preferred Qualifications

• Bachelor's degree or equivalent combination of training and experience.
• Demonstrated experience, specialization, and/or certification relevant to accounting.
• Excellent verbal and written communication skills.
• Experience providing customer service.
• Expertise in records administration.
• Understanding of policy and procedural knowledge of the university or similar work environment.
• Exhibited leadership skills.
• Administrative skills (including office productivity software and financial systems and reporting).

Type of Position
Permanent Full-Time

Staff/Non-Faculty
Staff/Non-Faculty

Appointment Type
1.0

Work Schedule/Hours

Regular work hours are from 8:00-5:00, but this person must be willing to work nights, weekends, and occasional overnight trips.

Number of Hours Per Week
40

Number of Months Per Year
12

Mandatory Staff
No

Physical Demands of Position

Occasional assistance in event setup (e.g., moving chairs, tables, carts, etc) and demands of a professional position within the university office area. All duties are to be performed with or without reasonable accommodation.

Overall Competency Level
Journey

Salary Grade Equivalency
GN07

Salary Range

Anticipated Hiring Range
$37,203-$42,007

Required Functional Competencies to Successfully Perform Job Duties.

Knowledge Program & Organization:

• Maintain current knowledge of, interpret, and explain policies and procedures relevant to James Center programming and operations.
• Accurately apply policy and procedural knowledge in problem-solving scenarios.
• Recommend, develop, and implement any necessary changes within the James Center in response to changing policies and procedures.
• Understand the James Center's vision, mission, and goals; work toward their realization through supporting James Center programming and operations; and collaborate with all James Center staff on the continuous improvement of our efforts.
• Identify, understand, and provide possible resolutions for issues arising in the course of implementing James Center programming and operations.
• Understand and use appropriate technologies to support James Center programming and operations (e.g. productivity software such as Microsoft Office and GSuite, finance systems such as Banner and YoMart, etc); when necessary, train other James Center staff in the use of these technologies.

Program Administration:

• Work independently and with high attention to detail in order to manage James Center's financial records and support James Center's programming and operations.
• Manage work priorities and deadlines in response to the needs of the James Center.
• Collaborate with all James Center staff and apply program knowledge in order to solve problems and continuously improve the James Center.
• Assist and support student groups and other special projects coordinated by the James Center.
• Apply program knowledge when interacting with other university departments (e.g., Admissions, Business and Physical Plant) to coordinate services for James Center clients (e.g., staff, students and/or faculty).
• Stay informed on elements that may affect campus events and team responsibilities in order to professionally represent the James Center and Reich College of Education.
• Secure resources, staff, space, equipment, supplies and inventory as needed to support the work of the James Center.
• Prepare and distribute necessary documentation for various events (e.g., itineraries, vendor contracts, room lists, etc).
• Serve as a chaperone and drive approved vehicles on student trips as needed.
• Monitor and reconcile departmental budget; track travel and office expenditures, p-card transactions, and reimbursements in accordance with University financial policies and external regulations.
• Research and resolve any accounts payable issues (e.g., duplicate invoices, discrepancies between approved purchase orders and invoices received, missing documentation, etc).
• Maintain accurate, up-to-date financial reports for all James Center funds in accordance with College and University timelines.
• Provide information on James Center funds (e.g., balances, encumbrances, permissible uses, etc.) as requested.
• Take initiative in work, but also proactively ask for help when needed.
• Consistently demonstrate effective organization, problem-solving, and teamwork skills.

Customer Service:

• Interpret and provide information on policies and procedures in order to best serve James Center clients (e.g., current and prospective students, families, faculty, and staff), programming, and operations.
• Accurately apply program knowledge when responding to various inquiries.
• Provide input on the programming and operations of the James Center in order to best serve its clients.
• Collaborate with all James Center staff to provide high-quality service to James Center clients.
• Connect clients with appropriate resources within the James Center and/or refer to other services.
• Consistently provide outstanding customer service.

Communication:

• Serve as a point of contact regarding James Center programming and operations to current and prospective students, families, faculty, and staff.
• Maintain strong communication with other units in the RCOE and university units (e.g., Office of the Controller, Food Services, etc.) and external contacts (e.g., travel and lodging providers, vendors, etc.) as needed in support of James Center programming and operations.
• Consistently demonstrate effective interpersonal communication, both verbally and in writing.
• Maintain confidentiality of James Center communications as appropriate.

Pay will be commensurate with applicant competencies, budget, equity and market considerations.

Posting Details Information

Posting Date
05/17/2024

Closing Date
05/30/2024

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

For a complete application, please apply and submit all below-required documents electronically through Appalachian State University's Job Board:

• Cover Letter
  • NOTE: The cover letter should specifically outline how candidates meet the minimum and preferred qualifications for this position.
• Resume
• List a minimum of 3 professional references in the application form or attach a List of References with Contact Information

Search Chair Name
Daniel Byrd

Search Chair Email

Applicant Pool Preference
External (Post on the Web)

Posting Number
P

Quick Link