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Administrative Assistant III

UNH Cooperative Extension

UNH, located in Durham, New Hampshire, with additional campuses in Concord and Manchester, is the flagship undergraduate, graduate, and research institution of the University System of New Hampshire. UNH holds land-grant, sea-grant, and space-grant charters and is the only comprehensive public research, doctoral-granting institution in New Hampshire. The University enrolls 14,000 students, has a full-time faculty of 600, and offers over 95 undergraduate and 68 graduate programs in eight colleges. New Hampshire’s natural beauty includes coastal beaches, an extensive lakes region and the White Mountains. Durham is near the seacoast and about an hour from the mountains and lakes region to the north and Boston to the south.

UNH Cooperative Extension is the primary outreach unit of UNH. Its mission is to provide New Hampshire citizens with research-based education and information, enhancing their ability to make informed decisions that strengthen youth, families and communities, sustain natural resources, and improve the economy. UNH Cooperative Extension, in partnership with county, state and federal government, conducts comprehensive research-based educational programs. Its offices are headquartered on the University’s Durham campus with additional offices in each of the ten counties, where community based programming is tailored to the needs of New Hampshire citizens. There are 137 employees located throughout the state, working with over 3,000 volunteers to make a positive difference in people’s lives. The UNH Cooperative Extension budget was $16.9 million in FY14.


Under general supervision and with a focus on continuous improvement and customer service, provide support in administrative and office matters for the Cooperative Extension Natural Resources Program by performing varied responsible office and program support functions. This includes: 1) serving as an important contact for program information, material requests, event information/registrations and specialist referrals. 2) Composing, preparing and managing support for classes, workshops and conferences (brochure production, registration handling, making deposits for, and generating financial, evaluation and summary reports). 3) Communicating information of educational programs and events using web site calendars and posts, digital newsletters and other means including social media. 4) Establishing/coordinating electronic record management systems for complex and sensitive information. 5) Assisting in hiring and supervising student workers according to established guidelines, departmental priorities, policies and program goals.
6) This position coordinates general office management activities with other Administrative Assistant positions (maintain office equipment inventory and supplies, seek assistance for repair when necessary, manage sign out of computers, LCD projectors, loaned field equipment, informational displays and materials for outreach programs). All while using independent judgment, problem-solving skills, and initiative.

Requirements:

High school graduation and five years of office experience of increasing responsibility or five years of specialized training or higher education or any combination of experience and higher education equal to five years (e.g. Associate degree and 3 years, or Bachelor’s degree and 1 or more years). Comprehensive knowledge of office practices, procedures and use of computer and electronic equipment as well as Microsoft Office (Word, Excel, Powerpoint, Outlook) as required by the department. Layout/graphic skills, including knowledge of design software (Adobe Creative Suite). Efficient time management as well as excellent oral and written communication skills. Ability to establish and maintain effective working relationships with faculty, staff, students, and the general public. Ability to manage priorities and work assignments from multiple staff members.

Additional Preferred Qualifications

GIS (ESRI ArcGIS and/or ArcGIS Online). Knowledge of Salesforce, Microsoft Access database management, Qualtrics Survey Software and Destiny One software systems or similar software systems. Willing to be trained on the use of any or all of the above.

Responsibilities:
  • Manage logistical support related to programming/workshops/conferences including: marketing (brochures, web announcements, web calendar updates, social media postings, creation of graphics and large-format posters using Word, InDesign, Illustrator and Photoshop), client communication (agendas, registrations, confirmation letters, telephone and email inquiries), logistics (refreshments/catering, name tags, class rosters, certificates of participation, CEU certificates, travel arrangements, room/facility reservations and related communications), manuals and handouts (reproduction and collating); communication with hourly instructors. Act as liaison with on-campus departments including academic departments, Professional Development and Training, Parking, Housing, Conferences & Catering, Registrars.
  • Manage workshop-related databases and generate necessary reports (episodic and annual) including: class rosters, mailing list databases, evaluation summaries, workshop summaries using a combination of Excel, Access, Destiny One and Salesforce. Review financial reports provided by BSC. Produce project-focused and annual financial and impact reports as requested. Responsible for completeness, accuracy, and professionalism of materials produced.
  • Update webpage content for the Natural Resources topical areas and project pages on the Cooperative Extension website that currently includes: Forest and Trees, Wildlife, Nature Groupie, NH Bugs, NH Coverts, Geospatial Technology, Citizen Science and the NH Lakes Lay Monitoring Program, updating events, resources, and blog posts. Promote events and web content using e-newsletters,social media (Facebook, Twitter, Instagram) as appropriate and taking into consideration ongoing Extension-wide communication activities.
  • Serves as contact for inquiries about Extension’s Natural Resources programming primarily in the areas of Forestry, Wildlife, Geospatial Technology, Citizen Science, Natural Resources volunteer opportunities, and Water Resources Protection. Answers questions providing detailed responses to clients and staff, or routing calls to appropriate state or county extension staff. Maintain confidentiality, specifically when communicating sensitive information and handling confidential materials.

  • Establish and manage complex filing system (electronic and paper) using judgement and knowledge of office requirements including civil rights documentation for activities in the areas (currently) of Forestry, Wildlife, Geospatial Technology, Citizen Science, NH Lakes Lay Monitoring Program and Nature Groupie. Produces project-focused and annual financial and impact reports as requested. Manage and update databases related to program impacts, produce reports as needed, including tables and maps.

  • Share general office management responsibilities with other Administrative Assistant position(s). This includes: procuring supplies, maintaining and operating office equipment, and providing general administrative support. While primary assignment will be in the areas of Forestry, Wildlife, Citizen Science, Geospatial Technology, NH Lakes Lay Monitoring Program,this position will provide limited backup support to other Extension Educators when necessary and appropriate.

    Perform other duties as assigned.

  • Hire, manage and direct work study students for the areas of Forestry, Wildlife, Geospatial Technology, Citizen Science, NH Lakes Lay Monitoring Program and Nature Groupie. Coordinate cross-program work study activities and shift work to accommodate workload needs.

  • When applicable, provide technical support in computer applications for staff, i.e. Salesforce, ArcGIS, Adobe Creative Suite, Destiny One, Qualtrics, Drupal, etc. Provide technical support for staff in printing, including large format printing, as needed. Independently manage and administer statewide loan of computer laptops, equipment, display materials, GPS and GIS equipment for staff and partner organizations; maintain reservation calendars, coordinate transportation and pick-up/drop-off at various locations around the state using state and field staff.

How to Apply:

Apply online

http://jobs.usnh.edu/postings/30181

 

Job Location:

Durham

Date Added: August 3, 2018

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