Administrative Assistant, Fchs

Type:Full TimeSalary/Pay Rate:$35,000Posted Date:04/01/2024

Full time, 35 hours per week, Non-Exempt

Position Summary:

Provides primary administrative and clerical support for the Family and Community Health Sciences (FCHS) Program area of Rutgers Cooperative Extension (RCE) of Somerset County. Skills of critical importance include the ability to handle diverse responsibilities with moderate supervision, handle multiple deadlines, interact with the public, volunteers, and work as a team member. This individual must possess excellent organizational, critical thinking, data management, and have excellent time management skills.

Essential Functions:

• Develops effective work methods so all work is completed by deadline assigned.

• Prepare technical, scientific, financial, statistical reports, correspondence, timesheets, vouchers, purchase orders, charts, forms, tabulations, bills, and contracts.

• Assist in the creation and maintenance of web sites, marketing and promotional materials as needed.

• Organize and tabulate responses to surveys and program evaluations (including web platform i.e., Qualtrics).

• Composes routine and non-routine correspondence (electronically).

• Maintains electronic files and records, i.e. mail, customer visits.

• Maintains mailing lists and electronic databases.

• Assist in the development of monthly FCHS newsletters and communication with partners

• Develop online forms as needed.

• Answers the telephone, takes detailed messages accurately, and/or announces and refers calls to appropriate office personnel.

• Greets visitors and refers volunteers and/or visitors to appropriate office personnel.

• Facilitates meetings by scheduling meeting rooms, notifying participants, and confirming attendance. Ensure proper meeting room setup and distribute agendas/outlines or other documents.

• Operates and keeps office machines in good working order.

• Responsible for ensuring that all interns and research assistants are set up with resources as needed.

• Assist clientele with any RCE inquiry (Agriculture, 4-H, FCHS)

• Will assist in supporting all grant related activities like data entry, creating reports, budget reconciliation etc.

• Position will perform other administrative duties as determined by supervisor.

Qualifications:

• High School diploma (or GED), or professional administrative certificate equivalent.

• Minimum of two years of office clerical experience.

• Skilled in usage of computer applications (Microsoft Office applications like Excel, PowerPoint, CANVA, Qualtrics etc.).

• Proficient computer software skills.

• Familiarity with general office equipment and procedures.

• Ability to learn new office technology.

• Excellent organizational skills, tactful, pleasant attitude when dealing with colleagues, clientele and volunteers.

• Ability to read, write, and speak English proficiently to perform the duties of the position.

• Ability to handle diverse responsibilities and multiple deadlines with moderate supervision.

• Excellent communication skills.

• Ability to work as part of a team.

Preferred

• Bilingual preferred; Spanish language

• Ability to assist with applications in electronic and social media; a plus