UNH Extension Seeks an Administrative Assistant in Carroll County

This full-time position is based at UNH Extension's Carroll County office in Conway, N.H.

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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 Carroll County, located at the Extension office in Conway, N.H. 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. 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. This position is fully on-site, located in Conway, N.H. UNH is a federal contractor within the meaning of the Executive Order on Ensuring Adequate COVID Safety Protocols for Federal Contractors. This position may require that you be vaccinated against COVID-19 in the future, unless you apply for and receive a religious or medical exemption. 

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Duties and responsibilities
  • Support 4-H program management. Follow up on inquiries for new members and volunteers, maintain 4-H online database, compile information and generate 4-H reports, create event flyers, and support volunteer screening process. Provide significant administrative support to the 4-H program manager in preparation and during the Sandwich, N.H., and Fryeburg, Maine, fairs 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.
  • Support Extension program areas (Food & Agriculture, Natural Resources, and Nutrition Connections) and staff related to workshops and programs by preparing correspondence, agendas, meeting minutes, reports, and other materials. Provide marketing support for events and programs including development and distribution of fliers, web announcements and pages, calendar submissions, etc. Correspond directly with clients to respond to inquiries, support 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.
  • 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 is accurate and supports good client service. Stay current on UNH Cooperative Extension programs, mission, and other relevant organizational details to supply accurate and appropriate information to the public.
  • 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. Help maintain up-to-date content on website and social media.
  • Maintain inventory and order office supplies under the supervision of the county office administrator. Maintain responsibility for communications with vendors regarding office systems and maintaining an inventory of office equipment for insurance and replacement purposes. Maintain accurate general, media, and Civil Rights files. Coordinate office calendar and conference room scheduling. Arrange travel, meetings, and conferences for office staff. Attend office meetings and record minutes. Assist the county office administrator in preparing the annual county office budget request. Handle mailings in compliance with current U.S. postal rules and regulations. Deliver and retrieve mail to and from the post office.
  • 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. Limited in-state travel for occasional events and professional development.
  • Other duties as assigned. 
Minimum qualifications
  • High school graduation and five years of experience in clerical/office support work, or five years of specialized training and higher education, or any combination of experience and additional training equal to five years.
  • Comprehensive knowledge of office procedures and practices.
  • Ability to establish and maintain effective working relationships with Extension professional staff, colleagues, volunteers, and the general public.
  • Keyboarding and comprehensive computer skills, such as word processing, e-mail, internet, spreadsheets, database management, and software applications, as required by the Extension office.
  • Effective written and oral communication skills.
  • Core competencies with Microsoft Office (Word, Excel, Teams, etc.), Adobe Creative Suite (Photoshop, InDesign, etc.), database management, and use of social media and mass email marketing tools.
Additional preferred qualifications

  • Associate’s degree and/or additional related training or education.
  • Office management experience.

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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, genetic information, and political orientation. Application by members of all underrepresented groups is encouraged. Hiring is contingent upon eligibility to work in the U.S. 

Author(s)

Wendy Scribner
Forestry Field Specialist
Full Extension Field Spec
Phone: (603) 447-3834
Office: Cooperative Extension, Taylor Hall, Durham, NH 03824
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