The administrative coordinator ensures effective and efficient operation of the office of the UNH Cooperative Extension leadership team, maintaining a professional environment and high level of confidentiality. Under broad supervision using significant independent judgment, this invaluable member of the Cooperative Extension team has statewide responsibilities and supports Extension leadership including calendar management, meeting coordination and logistics, event planning, assisting with special projects and initiatives, managing and overseeing state office facilities, and proactively ensuring that the leadership team can function effectively. The successful candidate will be adaptable, flexible, diplomatic, detail-oriented, work well with minimal supervision, possess strong organizational skills, and comfortably manage shifting tasks and priorities.
Minimum qualifications
- Seven years of office experience of increasing responsibility, bachelor’s degree and three years of relevant experience, or combination of experience, specialized training, and higher education equal to seven years
- Strong, comprehensive calendaring and computer skills (preferably Microsoft Office Suite)
- Comprehensive knowledge of office practices and procedures
- Experience planning and coordinating events
- Effective oral and written communication skills
- Willing to learn new skills as required to meet the needs of the office
- Organizational and analytical skills and careful attention to detail
- Ability to work effectively and efficiently in a professional environment, both independently and as a team player
- Ability to establish and maintain effective working relationships with coworkers and the general public
- Flexibility, creativity, adaptability to change
- Ability to make independent decisions and exercise sound judgment
- Demonstrated ability to manage multiple projects and deadlines
Additional preferred qualifications
- Bachelor’s degree
- Experience working in higher education or Cooperative Extension
- Experience with some of the following: Adobe Creative Suite, Zoom, Teams, website editing such as Drupal, survey software such as Qualtrics, managing mass emails and documenting customer interactions via CRM such as Salesforce, OneDrive, SharePoint
- Office administration and supervision
- Proofreading and editing skills
Duties and responsibilities
Ensure effective office management
- Support Extension director and leadership team, selected committees and projects associated with Extension
- Maintain busy calendar for director, setting priorities and making independent decisions as appropriate
- Manage internal documentation and maintain internal and confidential documents including those pertaining to hiring and onboarding, promotion, performance evaluation, civil rights, strategic planning, committees and teams, county and state advisory councils, program development and evaluation, and volunteer management
- Manage financial records, including travel and purchasing expenses
- Assist with searches by scheduling interviews, travel and logistics, and assist with onboarding new employees and managing Extension orientation
- Maintain inventory and order office supplies
- Oversee building maintenance in conjunction with facilities; ensure common spaces are clean, organized and maintained to professional standards; maintain signage; sort and route mail
- Maintain and update staff directory
- Assist in management of promotion process; manage emeritus request process
- Oversee annual review process for all Extension personnel
- Arrange travel for leadership team
- Develop and improve office processes and systems
- Hire, train, supervise and mentor student workers
- Other administrative duties as needed
Support Extension programming
- Prepare documents, reports, graphs, spreadsheets and presentations for leadership team as needed
- Confer with and/or counsel staff and the public on essential matters relating to Extension, including day-to-day programmatic, operational and administrative issues
- Coordinate conferences, meetings and events, including preparing materials, booking rooms, and arranging catering, equipment, parking, etc.
- Record and transcribe meeting minutes as necessary
- Assist with audiovisual needs and setup for in-person and virtual meetings
- Process Certificate of Liability Insurance requests from staff
- Manage Protection of Minors (POM) Youth Skills background checks
- Coordinate Extension van usage and ensure staff are eligible to drive by maintaining records of defensive driving certificates and background checks
- Support projects and initiatives
Provide information and facilitate communication
- Establish strong relationships and working partnerships with Extension staff throughout the state, university administration, state and county advisory councils, state organizations and other Extension partners
- Stay current on UNH Cooperative Extension programs, mission, and other relevant organizational details to supply accurate and appropriate information to the public
- Professionally and diplomatically manage phone calls and emails and greet visitors
- Provide detailed responses to information requests about programs and activities
- Prepare and edit complex correspondence; prepare mailings
- Salesforce management support, including formatting and sending newsletters and tracking newsletter engagement
- Update website and SharePoint site as needed, proactively keeping content current
- Collect and edit newsletter content; assist with development of promotional materials
- Maintain email distribution lists
Professional Development
- Develop and implement a professional development plan to maintain and enhance competence in appropriate areas such as office and task management, software use, etc.
- Actively participate in the Extension Assistants Team to support professional development
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.
