Administrative Support Specialist - #001021

Western Carolina University Inc; Cullowhee (NC); On-site; USD 45,000 - 59,000; Full time

Job summary

Western Carolina University is seeking an Administrative Support Specialist to manage forms, documents, and travel arrangements while coordinating with campus units. The role emphasizes billing and invoicing, contracts, and general administrative support.

The position requires MS Office proficiency, strong communication, and the ability to work without sponsorship. It is a full-time on-site role at the RAPID Center in Cullowhee, NC.

Qualifications

• High school diploma or equivalent and one year of related office experience; or equivalent combination of training and experience.
• Experience with MS Office and Excel for data analysis and reporting.
• Ability to interact professionally with faculty, staff, students, and external partners.

Responsibilities

• Manage forms and documents.
• Oversee procurement and purchasing processes.
• Coordinate travel arrangements.
• Maintain contracts and agreements.
• Handle billing and invoicing.
• Assist with event planning.
• Provide general administrative support (scheduling, records, coordination with campus units).
• Must be eligible to work in the United States without sponsorship.

Skills

Communication

Organization

MS Office (Excel)

Invoicing & receipts

Initiative & process improvement

Web editing & social media

Education

High school diploma or equivalent

Tools

Microsoft Excel

Invoicing software

Job description

Administrative Support Specialist - #001021

Please see Special Instructions for more details.

Posting Details

Posting Number: SHRA1744P

Quick Link for Internal Postings: https://jobs.wcu.edu/postings/35909

Classification Title: Administrative Support Specialist

Competency Level: Journey

Working Title: Administrative Support Specialist - #001021

Department: RAPID Center

About WCU

Western Carolina University continues to rank high on Forbes 'Best Employers' lists each year. Including:

• 2025 - Ranked 1st in the top 100 employers in North Carolina in Forbes 'America's Best Employers by State' list.
• 2024 - Ranking in the top 8.5% on Forbes 'America's Best Midsize Employers' list, WCU was ranked 34 out of the top 400 employers across all industries.
• 2023 - Ranked in the top 20% on Forbes 'America's Best Midsize Employers' list, WCU was ranked 97 out of the top 500 employers across all industries.
• 2022 - Ranked 14th in the top 100 employers in North Carolina in Forbes 'America's Best Employers by State' list.

Western Carolina University is the UNC system's westernmost campus and has been consistently ranked as one of the top 15 public regional institutions in the South.

Employees of WCU are provided a comprehensive benefits package as well as other resources, policies and programs to ensure a happy and healthy work/life balance. Benefit eligible employees have access to dental, vision and health insurance plans - eligibility begins on the first of the month following date of hire. Retirement plan contributions begin on the eligibility date following election and include employer contributions for either a defined contribution or a defined benefit plan. Optional disability plans are also available.

Eligible employees have access to tuition waivers for up to three courses per academic year; employee may enroll at any of the constituent UNC System campuses. Also offered are free group exercise classes multiple times per week, a discounted membership to the campus recreation center, free vaccine and booster shots offered on campus, pretax flexible spending accounts, 12 paid holidays and 24 hours of paid community service leave each year. Leave earning employees (staff and 12-month faculty) who work at least half of the working days of their first month of employment will begin accruing vacation and sick leave immediately. Paid parental leave after 12 months of continuous service.

WCU offers an abundance of training and development programs, certifications, workshops and conferences - many of which are offered free of charge.

Position Summary

• Managing forms and documents
• Overseeing procurement and purchasing processes
• Coordinating travel arrangements
• Maintaining contracts and agreements
• Handling billing and invoicing
• Assisting with event planning
• Providing general administrative support such as scheduling meetings, maintaining records, and collaborating with various campus units to ensure smooth operations
• Must be eligible to work in the United States without sponsorship

Knowledge, Skills, & Abilities Required for this Position

• Effective Communication and Customer Service Skills: Strong verbal and written communication skills, with the ability to interact professionally and courteously with faculty, staff, students, and external partners. Proven ability to provide excellent customer service and respond effectively to inquiries.
• Creativity and Organizational Skills: Ability to think creatively and develop engaging materials, while also maintaining strong organizational skills to manage tasks and deadlines efficiently.
• Proficiency in MS Office Tools: Advanced proficiency in Microsoft Office Suite, including Excel, for data analysis, reporting, and creating spreadsheets.
• Experience with Invoicing and Receipt Management: Knowledge of basic customer invoicing processes and experience managing receipts or financial documentation.
• Initiative and Process Improvement: Ability to take initiative, identify areas for improvement, and implement solutions to enhance efficiency and effectiveness in operations.
• Web Editing and Social Media Skills: Experience with web editing tools and social media platforms, particularly for business or organizational use, to engage audiences and promote initiatives.

Minimum Qualifications

Some state job postings say you can qualify by an 'equivalent combination of education and experience.' If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Anticipated Hiring Range

$44,510

Position Type

Permanent Full-Time

Number of Hours per Week

40

Number of Months per Year

12

Salary Band Range

$34,602 - $58,870

Salary Grade

For administrative purposes during the implementation of Career Banding this journey level posiiton is considered a Salary Grade 61

Open Date

11/05/2026

Close Date

11/19/2026

Open Until Filled

No

Background/E-Verify

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks.

Western Carolina University uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify. Proper documentation of identity and employability are required at the time of employment.

Credential Verification

All new employees are required to have listed credentials/degrees verified within 30 days of employment. All new employees who will be teaching are required to provide official transcripts within 30 days of employment. Transcripts should be provided for the highest earned degree and/or the degree which is being used to satisfy credential/qualification requirements.

EOE

Western Carolina University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race; color; ethnicity; religion; sex; pregnancy; sexual orientation; gender identity or expression; national origin; age; disability; genetic information; political affiliation; National Guard or veteran status, consistent with applicable federal, state and local laws, regulations, and policies, and the policies of The University of North Carolina.

Persons with disabilities requiring accommodations in the application and interview process please call [phone] or email at [e-mail].

University Safety

The Western Carolina University Annual Safety Report is available online at University Annual Safety Report or in hard-copy by request at the office of the Vice Chancellor for Student Affairs, 227 HFR Administration Building, Cullowhee, NC 28723 (828-227-7147) or the Office of University Police, 111 Camp Annex, Cullowhee, NC 28723 (828-227-7301).

The report, required of all universities participating in Title IV student financial aid programs, discusses crime statistics, procedures for reporting suspicious or criminal activity, security, police authority, crime prevention strategies, university policies on substance abuse and sexual offenses, workplace violence and fire safety.

Applicant Documents

Required Documents

1. Cover Letter/Letter of Application
2. Resume
3. List of references

Optional Documents

1. DD-214
2. NGB 23A (RPAS)
3. DD256 or NGB22

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
   • HigherEdJobs.com
   • Inside Higher Ed
   • HERC - Higher Education Recruitment Consortium
   • Website - Jobs.wcu.edu
   • Indeed.com
   • Personal Referral
   • Agency Referral
   • Other
2. * Do you require sponsorship?
   • Yes
   • No