Administrative Support Specialist - #002149

Western Carolina University; Cullowhee (NC); On-site; USD 40,000 - 49,000; Full time

Job summary

Western Carolina University is hiring an Administrative Support Specialist to assist with day-to-day operations in the Department of Human Services, including office management, budgeting, and scheduling. The role supports faculty, students, and staff, ensuring efficient workflows and confidential handling of sensitive information on site in Cullowhee, NC.

Minimum qualifications include a high school diploma or equivalent and one year of related office experience; some positions may require

Qualifications

• High school diploma or equivalent with one year of related office experience, or equivalent combination.
• Eligibility to work in the United States without sponsorship.

Responsibilities

• Support day-to-day administrative operations of the Department of Human Services.
• Assist with budget coordination, course scheduling, and faculty/student service needs.
• Provide confidential administrative support to the department head and manage office records.

Skills

Communication skills

Multitasking

Office software

Policy understanding

Education

High school diploma or equivalent

Tools

Banner

Emburse

Budgeting systems

Microsoft Office

Job description

Administrative Support Specialist

Posting Number: SHRA1694P

Classification Title: Administrative Support Specialist

Competency Level: Journey

Working Title: Administrative Support Specialist - #002149

Department: Human Services

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.

The primary location of this position is on-site in Cullowhee, NC campus, but occasionally the position may be expected to report to WCU's Biltmore Park instructional site located in Asheville, NC. This position is designated as being subject to the State of North Carolina Human Resources Act (SHRA).

Services provided by the person in this position support the day-to-day administrative operations of the Department of Human Services. The position assists with general office management, budget coordination, course scheduling support, faculty and student service needs, and direct administrative support for the department head.

The role helps coordinate daily office workflow, maintain departmental records and shared resources, support communications and inquiries, and assist with facilities, supplies, equipment, contracts, and other routine operational needs. The position may also support the department head with materials or processes that require discretion and attention to confidentiality.

The position also provides administrative support for multiple academic programs by helping coordinate information, processes, and documentation across departmental systems. This includes assisting with course scheduling activities in Banner, tracking scheduling changes, coordinating classroom or meeting space needs, and supporting related processes such as adjunct hiring proposals, overload payments, and summer personnel actions for faculty teaching in the summer.

Budget-related responsibilities are coordinated in support of departmental leadership and established university processes. The position assists with collecting and organizing budget requests, purchasing, reimbursements, travel-related documentation, supplies, and ongoing reconciliation activities. The role may provide information or recommendations to support decision-making, while budgetary authority remains with the appropriate accountable officers or departmental leadership.

In addition, the position supports faculty, students, graduate assistants, and student workers by responding to routine questions, coordinating access to processes and systems, assisting with onboarding-related needs, and helping route matters to the appropriate program representative or decision-maker when needed. The position works collaboratively with departmental and college staff and may help coordinate the work of graduate assistants or student workers as assigned.

Must be eligible to work in the United States without sponsorship.

Knowledge, Skills, & Abilities Required for this Position

• Strong written, verbal, and interpersonal communication skills, including the ability to convey information clearly, respond professionally to internal and external constituents, and support effective working relationships across the department.
• Ability to coordinate multiple administrative processes, prioritize competing tasks, support program and office operations, and help maintain accurate workflow with limited day-to-day supervision.
• Working knowledge of office technology, data management, records administration, and university systems, with the ability and willingness to learn and use platforms such as Banner, Emburse, budgeting systems, Microsoft Office, and related tools.
• Ability to apply established policies and procedures, exercise sound judgment within the scope of the role, recognize when matters require clarification or escalation, and support process improvement recommendations as appropriate.

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: $44,133

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 59.

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. Please visit www.dhs.gov/E-Verify. Proper documentation of identity and employability are required at the time of employment.

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.

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.

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.