Administrative Assistant, Belknap County

Position Details

Summary

Operating Title Administrative Assistant, Belknap County Long Classification Title Administrative Assistant III Campus Location Durham Department UNH Cooperative Extension Administration Summary of Position

This is a full-time, benefitted position located at UNH Cooperative Extension's Belknap County office in Laconia, N.H.

Under the general supervision of the county office administrator, the office administrative assistant will focus on client service and provide support for UNH Cooperative Extension staff in Belknap County. Responsibilities include performing varied general office and staff support functions, marketing, program logistics support, and internal and external communications. Other duties are many and varied depending upon the ability and training of the individual and the program needs of the staff (field specialists, program managers and teachers), including occasional work outside the office. Occasional weekend and evening work may be required.

As frontline staff, the administrative assistant must represent UNH Extension in a courteous, professional manner in all facets of the job including on the telephone, in person, and in writing. All office staff are part of a team and must function as such, communicating needs and assisting others within the capacity of their position.

Acceptable minimum level of education HS or equivalent Acceptable minimum years of experience 5-7 years Additional Job Information Posting Number PS4598FY24 Other minimum qualifications

• Any combination of experience and additional training or post-secondary education equal to five years, including high school graduation and five years of experience in clerical/office support work, or five years of specialized training and higher education.

• Comprehensive knowledge of office procedures and practices

• Careful and consistent attention to detail

• Ability to establish and maintain effective working relationships with Extension professional staff, colleagues, volunteers and the general public

• Comprehensive computer skills, such as word processing, e-mail, internet, spreadsheets and database management, preferably using Microsoft 365 (Word, Excel, Teams, etc.)

• Excellent written and oral communication skills

• Willing and able to work some nights and weekends for programs, events or meetings

Additional Preferred Qualifications

• Bachelor's or associate degree and/or additional related training or education.

• Office management experience.

• Core competency with Adobe Creative Suite (Photoshop, InDesign, etc.), PowerPoint, database management, Salesforce, and use of social media and mass email marketing tools.

Salary Information

Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.

Quicklink for Posting https://jobs.usnh.edu/postings/60903 Percent Time Information (FTE) 1.00 Grade 10 EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Institution Information

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire's lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

The UNH Diversity Resource Guide with information and programming available in the seacoast area, New Hampshire, and the region can be found here: https://www.unh.edu/hr/diversity-resource-guide

Posting Details

Posting Date 05/01/2024 Open Until Filled Yes Closing Date Posting Open to Internal Candidates Only? No Interested Internal Candidates Exist? No Job Category Hourly Staff (Non-Exempt) Appointment Type Grant Funded If TERM position provide projected end date Equipment/Instruments Drivers License and Physical Requirements. Please check all items that apply. None applicable

Duties / Responsibilities

Job Duties

Duty/Responsibility

4-H program support

• Manage inquiries for new members and volunteers

• Maintain 4-H online database, compile information and generate 4-H reports

• Create event flyers

• Support volunteer screening process

• Provide significant administrative support to the 4-H program manager in preparation and during the Belknap County 4-H fair and other 4-H events. This includes organizing registrations, coordinating 4-H exhibit set-up and take-down, and managing judging of exhibits.

• Limited travel to events in the county, including some evening and weekend work. Mileage will be reimbursed at the federal rate.

Duty/Responsibility

Extension program support

• Support Extension program areas (Food & Agriculture, Community & Economic Development, and Nutrition Connections) and staff with workshops and programs by preparing correspondence, agendas, meeting minutes, reports, and other materials

• Provide marketing support for events and programs including managing social media, developing and distributing fliers, editing websites, and submitting calendar items

• Correspond directly with clients to respond to inquiries, support event registrations, provide confirmations, and collect fees

• Support program logistics including catering, name tags, and assembling program packets

• Utilize the Adobe and Microsoft suites, as well as other software as needed

Duty/Responsibility

Communications

• Prepare regular mailings and email newsletters to advisory council members, program participants and county newsletter subscribers

• Edit correspondence and other documents including reports, letters, program materials, and newsletters

• Maintain accurate lists in Salesforce and other computer databases by updating and maintaining records

Duty/Responsibility

Public relations

• Serve as the primary contact for all program area general inquiries

• Screen and refer clients (callers, walk-ins, emails, etc.), take messages, and research inquiries according to client service procedures

• Ensure phone system for the office supports excellent client service

• Stay current on UNH Cooperative Extension programs, mission, and other relevant organizational details in order to supply accurate and appropriate information to the public

Duty/Responsibility

Office management

• Maintain inventory and order office supplies under the supervision of the county office administrator

• Communicate with vendors regarding office systems and maintain an inventory of office equipment for insurance and replacement purposes

• Coordinate office calendar and conference room scheduling

• Arrange travel, meetings, and conferences for office staff

• Attend office meetings and record minutes

• Manage mailings in compliance with current U.S. postal rules and regulations

Duty/Responsibility

Professional development

• Develop and implement a professional development plan to maintain and enhance competence in appropriate areas such as office and task management, software use, etc., as supported by supervisor

• Actively participate in the Extension Assistants Team to support professional development

Supplemental Questions