Administrative Assistant, Rockingham County

This is a full-time, benefited position located at UNH Cooperative Extension’s Rockingham County office in Brentwood, 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 Rockingham 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 on the ability and training of the individual and the program needs of the staff (field specialists, program managers and Extension teachers), including occasional work outside the office. 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. Occasional weekend and evening work may be required.

Duties and responsibilities

Extension program support (40%)

• Support Extension program areas (Community and Economic Development, 4-H Youth Development and Education, Food & Agriculture, Health and Well-Being, and Natural Resources) 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

• Use Destiny One and other software to support event enrollment and management

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

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

• Utilize the Adobe and Microsoft 365 suites, as well as other software as needed.

Communications (20%)

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

• Assist with preparation of 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

4-H program support (15%)

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

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

Public relations (10%)

• 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

• Ensure the phone system for the office supports excellent client service

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

Office management (10%)

• Assist the county office administrator as needed

• Maintain inventory and order office supplies

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

• Coordinate office calendar and conference room and shared equipment scheduling

• Arrange travel, meetings, and conferences for office staff

• Attend office meetings and record minutes, if required

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

• Help onboard/offboard office staff

• Serve on the Rockingham County Joint Safety Loss Committee when the need is identified. Serve on other internal extension committees as requested.

Professional Development (5%)

• 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 the county office administrator

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

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 public

• Comprehensive computer skills, such as word processing, e-mail, internet, spreadsheets, and database management, preferably using Office 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

Preferred qualifications

• Bachelor's or associate degree, and/or additional relevant training or education

• Office management experience

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

Applicant instructions:

Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application:

• Resume/CV

• Cover Letter

• Contact Information for 3 Professional References

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access 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.

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