What are the responsibilities and job description for the Contracting Specialist position at Appalachian State?

Position Summary Information

Classification Title

University Program Specialist

Working Title

Contracting Specialist

Location

Boone, NC

Job Category

Position Number

0A0421

Department

Provost & Exe VC Academic Affairs - 200000

Minimum Qualifications

Bachelor's degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

License / Certification Required

Essential Job Functions

The Contracting Specialist serves as the main contact to provide quality support services to deans, academic chairs, staff, and external clients who are involved in the development and implementation of University Summer Sessions credit programming.

Position works with the supervisor and Academic Affairs' Chief Financial Officer to provide budget analysis and reporting; communicate with the Registrar's Office as needed; independently performing and managing budget activities, reconciliations, faculty contracting, payroll processing; preparation of documents and reports; use of office technology; answering deans, chairs, faculty and staff with inquiries of Summer Sessions procedures and faculty contracting procedures; write and process part time contracts for faculty; complete pay authorizations; enter in new employees in Banner; updating Banner with changes to Faculty statuses; and granting and updating faculty computer access.

Knowledge, Skills, & Abilities Required for this Position

Thorough knowledge of appropriate and standard business practices and procedures including budget and financial matters
Thorough knowledge of the contracting process for all part-time contracts, Flight Path, Summer School and AppState Online for full-time and part-time employees
Ability to manage multiple budgets and oversee to ensure financial stability
Excellent written and oral communication
Strong organizational and collaboration skills
Attention to detail, initiative, problem-solving skills
Ability to plan, organize and schedule work to meet deadlines
Strong computer skills with proficiency in Access, MS Word and Excel
Ability to work independently and as part of a collaborative team
Ability to handle stressful situations in a professional manner
Working knowledge of the Ellucian Banner ERP system and the Faculty Load & Compensation (FLAC) system
Knowledge of summer sessions programs and procedures
Ability to exercise strong critical thinking skills and problem-sensitivity
Ability to select, understand, and fully apply features of a variety of software programs to create and maintain spreadsheets and files

Preferred Qualifications

Knowledge of Banner Finance and Payroll

Experience with budgets and data entry

Ability to extrapolate data for reports

Familiar with university academic departments, policies and procedures

Type of Position

Permanent Full-Time

Staff / Non-Faculty

Appointment Type

Work Schedule / Hours

Mon-Fri, 8 : 00 AM-5 : 00 PM

Number of Hours Per Week

Number of Months Per Year

Mandatory Staff

Physical Demands of Position

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

GN13

Salary Range

Anticipated Hiring Range

65,444-$70,104

Required Functional Competencies to Successfully Perform Job Duties.

Information Analysis / Decision Making :

Utilizes, reconciles and manipulates data from different internal sources for contracts and reports.

Utilizes queries in ACCESS database to create reports, analyze data and build budgets for multiple funds.

Compiles salary data and creates reports for dissemination to University budget office.

Co-coordinates contracting processes and salary calculations with Academic Affairs and Senior Associate Registrar for Summer Sessions.

Prepares documents to send to Payroll for both Summer Sessions, AppState Online, and fall and spring.

Collaborates with Applications Programmer to collect and report end of program year financial data.

Maintains electronic and hard copy databases, contracts, financial planning forms, and requests for changes, additions and deletions of courses.

Maintain Electronic and paper copies of all Summer School and AppState Online contracts.

Apply the rules to the records for disposal of the records.

Scan all contracts and documents into Docuware to the Employees electronic records.

Other duties as assigned to include support for Office of the Registrar's budgets with Registrar when needed or required.

Scan and index employee records.

Entering in new employees in banner; updating Banner with changes to Faculty statuses, granting and updating faculty computer access and status, and other duties as assigned.

Professional Knowledge :

This position must understand the Summer School, AppState Online, and hiring process, procedure, and policies.

The position must understand the percentages for each contract and how to find the most up to date 9 month salary.

Position must independently advise academic departments on fiscal matters related to hiring faculty and the contract process.

Applies knowledge of employee contracting policies to solve problems and respond to most questions and inquiries; knows and follows Human Resource policies.

Program / Project Administration :

This position must have the ability to administer the Summer School and Appstate Online contracting process.

The position must know how to use the FLAC system and have the ability to assist departments and Colleges with any questions concerning the FLAC system.

Collaborates with the Contracting and Budgeting team, the Summer Program representative in the Registrar's Office, and IT to develop software applications for the contracting functions of Summer Sessions and AppState Online.

Selects, understands and fully applies features of a variety of software programs to create and maintain spreadsheets and files; extrapolates data for program year and allocation budget reports; and pulls reports for data dissemination and budget building and payroll.

Other duties as assigned including involvement in discussions of utilizing Banner from start to finish for the contracting and hiring processes where possible.

Resolve problems by researching data in Banner and applying University policies and procedures.

Consults with Academic Affairs and payroll personnel and applies judgment.

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

Posting Details Information

Posting Date

02 / 11 / 2025

Closing Date

02 / 20 / 2025

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 a minimum of 3 professional references in the application form or attached with contact information included

Search Chair Name

Candace Helms

Search Chair Email

helmscb2@appstate.edu

Applicant Pool Preference

External (Post on the Web)

Departmental Information

Quick Link

Posting Number

201502826P

Salary : $65,444 - $70,104

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