UNH Extension Seeks an Administrative Assistant in Durham, NH

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Summary of Position:

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.

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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.

Acceptable minimum level of education: HS or equivalent

Acceptable minimum years of experience: 3-5 years

  • Other minimum qualifications:
    • 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.
  • Equipment/Instruments
    • Desktop Computer
    • Copier/Fax Machine
    • Large format plotter
  • Duties/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.

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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, veteran status, or marital status. Application by members of all underrepresented groups is encouraged. Hiring is contingent upon eligibility to work in the U.S.

Institution Information

The University of New Hampshire is a major research institution, providing comprehensive, high-quality undergraduate programs 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.