Office Assistant

Appalachian State University

Jefferson (NC)

On-site

USD 44,000 - 46,000

Full time

2 days ago

Be an early applicant

Application generator

Get a reply from this employer — a resume and cover letter tailored to exactly what they’re hiring for.

Get past ATS filters

Job summary

Appalachian State University in Jefferson, NC seeks an Administrative Support Specialist-OSP to support the Foster Grandparent Program Project Director. The role includes managing ~100 volunteer files, coordinating reports, and scheduling examinations and training.

The position emphasizes clerical duties, data entry, and communications across five counties, requiring strong computer skills and accurate recordkeeping. Grant compliance and event support are also involved.

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.

Responsibilities

Provides clerical and administrative support to the Foster Grandparent Program Project Director in the day-to-day administration of the federal grant.
Maintains approximately 100 active volunteer personnel files and prepares required reports, records, forms, and documentation for the grant and Appalachian State University.
Coordinates volunteer administrative requirements, including annual physical examinations, training, recruitment, placement, monitoring, and recognition activities.
Coordinates communications and logistics for volunteers, volunteer stations, advisory council members, partner agencies, and other program stakeholders.
Serves as secretary to the 15-member advisory council by scheduling meetings, preparing agendas, documenting minutes, and maintaining member communications.
Assists with program events, including monthly training sessions, awards ceremonies, United Way events, and other activities; travels throughout the five-county service area as needed.
Performs extensive computer-based administrative work, including word processing, data entry, correspondence, recordkeeping, and other duties necessary to support the program.

Skills

Word processing

Excel spreadsheets

Communication

Writing

Typing / Data entry

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Job description

Classification Title

Administrative Support Specialist-OSP

Working Title

Office Assistant

Location

Jefferson, NC

Job Category

Position Number

069981

Not Eligible for Visa Sponsorship

VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S

Department

Sociology - 250850

Primary Purpose of Position

The major purpose of this position is to perform all clerical duties as required by the grant in a supportive role to the FGP Project Director. This position is grant funded. This Position will include Maintenance of 100 active personnel files. Responsible for completion of reports to the federal grant, the Department of Human Resources, and the grantee Appalachian State University. This position schedules annual physical examinations for each FGP volunteer through the five local health departments. Assisting in the preparation of in-service training classes held monthly. Traveling the five-county area of Alleghany, Ashe, Avery, Watauga, and Wilkes as needed. General mailings to the volunteers, advisory council members, volunteer stations, and other supportive agencies. Serving as secretary to a 15-member advisory council. Contact is made through telephone, mailings, scheduling the meeting room, and providing an agenda and minutes. The position assists the FGP Director in all aspects of volunteer recognition, i.e. monthly birthday cards, certificates upon completion of training, etc. This position is required to attend awards ceremonies, United Way events, and other events as called for by the project director. This position will be involved in recruitment, training, placement, and monitoring of the Foster Grandparents in a supportive, clerical role. This position assists the Project Director with all facets of the grant requirements and day-to-day planning. Responsible for the acquisition of forms required by the grant and Appalachian State University. Must possess and maintain effective computer skills necessary to expedite the large amount of word processing required by a five-county project.

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.

Essential Job Functions

Provides clerical and administrative support to the Foster Grandparent Program Project Director in the day-to-day administration of the federal grant.
Maintains approximately 100 active volunteer personnel files and prepares required reports, records, forms, and documentation for the grant and Appalachian State University.
Coordinates volunteer administrative requirements, including annual physical examinations, training, recruitment, placement, monitoring, and recognition activities.
Coordinates communications and logistics for volunteers, volunteer stations, advisory council members, partner agencies, and other program stakeholders.
Serves as secretary to the 15-member advisory council by scheduling meetings, preparing agendas, documenting minutes, and maintaining member communications.
Assists with program events, including monthly training sessions, awards ceremonies, United Way events, and other activities; travels throughout the five-county service area as needed.
Performs extensive computer-based administrative work, including word processing, data entry, correspondence, recordkeeping, and other duties necessary to support the program.

Knowledge, Skills, & Abilities Required for this Position

Computer Skills, Word & Excel Spread sheeting, Good Communication and Writing Skills, should be familiar with the Federal Guidelines of the Corporation For National and Community Service.

Required Functional Competencies to Successfully Perform Job Duties.

Information / Records Administration

Gathers information from stations, including impact data twice yearly, and compiles and organizes the information into the standard report. The request for information goes out to over 30 sites and over 100 Foster Grandparent volunteers. Filing of the yearly forms and records on each Foster Grandparent volunteer. Filing of all financial reports, invoices, grants, for Appalachian Senior Programs FGP/SCP

This position tracks volunteer payroll for Foster Grandparent Volunteers, also is the back up payroll person for the Senior Companion Program. Position, is responsible for the reconciling the credit card purchases each month along with submits all bills, invoices, making all deposits, purchase orders, standing orders, and Pay Forms for Appalachian Senior Programs both the Foster Grandparent and Senior Companion Programs

Program Knowledge

The Project Assistant trains the volunteers at orientation training on forms, time sheet process, reporting accidents, and other information necessary for inclusion into the program. Answers questions relating to these general topics. Forwards other problem-solving issues to the Director. Uses program knowledge to interface with other agencies associated with the program and volunteers.

Plans in-service support activities and assists the Program Director in planning recognition events; making calls, setting up appointments and other activities. Assists the Appalachian Senior Program Director's in fundraising events. Facilitates the flow of work for an extensive filing system and records retention. May develop new processes relevant to the support needs of the unit.

Communication - Verbal and Written

This position responds to routine questions and issues related to Program Policies and Procedures for Appalachian Senior Programs.

Has contact with several vendors in the process of ordering supplies and materials for Appalachian Senior Programs FGP/SCP. The position gathers information for drafting e-mails, memos and other documents for mailings to stations and Appalachian Senior Program volunteers. Filling out required FBI and SBI Forms for the Criminal History Check Procedure required on all Foster Grandparent and Senior Companion Volunteers pursuant to AmeriCorps Seniors guideline. Proofreads documents for grammar, spelling, punctuation and the basic formatting.

Type of Position

Permanent Full-Time

Staff/Non-Faculty

Appointment Type

100%

Work Schedule/Hours

Monday - Friday 8:00 am - 5:00 pm

Number of Hours Per Week

Number of Months Per Year

Mandatory Staff

Physical Demands of Position

Travel to the 5 county area of Ashe, Alleghany, Avery, Watauga and Wilkes Counties. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Overall Competency Level

Advanced

Salary Grade Equivalency

Anticipated Hiring Range

$43,542-$45,878

Pay

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

Posting Date

09/25/2026

Closing Date

10/02/2026

Competency Level Statement