This position is located at the UNH Cooperative Extension County office in Lancaster, N.H., and is part-time (20 hours per week), non-benefited. The administrative assistant/receptionist provides program support for the Coös County UNH Cooperative Extension staff. The successful candidate must be flexible, as work hours will occasionally be expanded to provide support when other administrative staff are not available.
- Answer the telephone and greet constituents in a friendly, helpful manner.
- Greet visitors for the N.H. Department of Natural & Cultural Resources (DNRC), referring to all constituents as directed by an agreement between UNH Cooperative Extension and the DNRC. Guests for the agency are to be met in the UNH Cooperative Extension office by a member of the DNRC office.
- Maintain current mailing lists and databases for all program areas as directed by Extension educators.
- With direction from educators, compose, print, collate, and/or distribute periodic newsletters, brochures, and workshop flyers; duplicate and organize printed materials for workshops, seminars, meetings, etc.
- Manage social media by updating three Facebook accounts to keep the public informed about current events.
- Deliver and distribute all incoming and outgoing mail.
- Distribute faxes to appropriate people in a timely manner.
- With direction from educators, assume responsibility for meeting arrangements, including but not limited to room reservations, notifying participants, etc.
- Participate in in-service training and workshops to maintain skills necessary to perform required tasks and prepare for organizational change.
- In support of UNH Cooperative Extension programming in Coös County, assist educators in the management, promotion, and operations of multiple programs and projects as directed by educators. This includes possessing a working knowledge of all programs in forestry, agriculture, 4-H youth development, and health & well-being, including Nutrition Connections.
- Answer questions of a non-technical nature and refer other questions to the appropriate educator.
- Be knowledgeable about events and programs that educators are involved with to respond to questions from constituents.
- Assist and direct clientele to suitable reference materials in support of inquiries.
- Perform tasks of an administrative or organizational nature as requested by the educators in support of UNH Cooperative Extension work, including but not limited to, typing documents, filing and returning phone calls as requested.
- Assist clientele in the completion of forms and submission of soil, insect, and disease samples to appropriate UNH Cooperative Extension analytical labs. As directed by educators, inquire about the status of reports and forward information appropriately to constituents.
- Work closely with the full-time administrative assistant to determine office needs and complete tasks.
- Maintain the confidentiality of all personal records and information about all clientele.
- Support the full-time administrative assistant during peak periods of work and assume responsibilities of administrative assistant during any extended leave of absence.
- Notify appropriate staff immediately of all security issues.
- Manage all mail according to UNH Cooperative Extension guidelines.
- Maintain filing systems, including periodic revisions for hard copies and electronic databases as directed by the educators.
- Manage office displays, including maintaining publication inventories for the public and educators in a neat, orderly manner.
- Maintain outer office in a neat, clean, and well-organized manner.
Minimum of a high school diploma. Willing to train the right candidate, but preference will be given to candidates with prior office experience and/or related degree(s).
The administrative assistant/receptionist must:
- Maintain a high level of confidentiality.
- Work well under pressure while meeting all required deadlines.
- Work independently and as part of a team.
- Be highly organized.
- Possess excellent management and verbal and written communication skills.
- Be able to communicate and exchange accurate information, both verbally and written.
- Be flexible and available to work occasional increased hours when other support staff is not available or as program needs dictate.
- Maintain positive and constructive interactions in working with the public and with staff at all levels of the organization.
- Be skilled at handling multiple tasks and priorities.
- Possess strong problem-solving skills.
- Effectively assist clientele as directed by UNH Cooperative Extension staff.
- Possess word and data processing, email and internet skills, and minimum computer competencies as required of all UNH Cooperative Extension staff.
- Be knowledgeable of or able to gain skills in various software programs used by UNH Cooperative Extension.
- Experience with Microsoft Office Suite applications and Adobe/Creative Cloud applications is preferred since Extension uses these systems.
Full consideration will be given to candidates requiring special accommodation.
- Must be able to remain in a stationary position up to 50% of the time.
- Employee occasionally needs to move about the office, as well as access and maintain files in the file cabinet.
- Must be able to continuously operate a computer and other office equipment, such as calculator, telephone, paper shredder, and copy/printing machine.
- Must be able to communicate and exchange accurate information, both verbally and written.
- Occasional moving of boxes/packages less than 50 pounds may be necessary.
- Occasionally must ascend/descend stairs to replenish office supplies and resources.
- Requires normal range of hearing and eyesight to record, prepare, and communicate appropriately.
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.
