University System Of New Hampshire
Administrative Coordinator, Extension State Office
University System Of New Hampshire, Durham, New Hampshire, us, 03824
Position Details
SummaryOperating TitleAdministrative Coordinator, Extension State Office
Long Classification TitleAdministrative Coordinator
Campus LocationDurham
DepartmentUNH Cooperative Extension Administration
Summary of PositionThe 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.
Acceptable minimum level of educationHS or equivalent
Acceptable minimum years of experience7-10 years
Additional Job Information
Posting NumberPS4971FY25
Other minimum qualificationsSeven 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 yearsStrong, comprehensive calendaring and computer skills (preferably Microsoft Office Suite)Comprehensive knowledge of office practices and proceduresExperience planning and coordinating eventsEffective oral and written communication skillsWilling to learn new skills as required to meet the needs of the officeOrganizational and analytical skills and careful attention to detailAbility to work effectively and efficiently in a professional environment, both independently and as a team playerAbility to establish and maintain effective working relationships with coworkers and the general publicFlexibility, creativity, adaptability to changeAbility to make independent decisions and exercise sound judgmentDemonstrated ability to manage multiple projects and deadlines
Additional Preferred Qualifications
Bachelor's degreeExperience working in higher education or Cooperative ExtensionExperience 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, SharePointOffice administration and supervisionProofreading and editing skills
Salary InformationSalary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.
Quicklink for Postinghttps://jobs.usnh.edu/postings/63969
Percent Time Information (FTE)1.00
Grade15
EEO StatementThe 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, genetic information, veteran status, or marital status.Institution InformationThe University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate 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. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry. The UNH Diversity Resource Guide with information and programming available in the seacoast area, New Hampshire, and the region can be found here:
https://www.unh.edu/hr/diversity-resource-guide
Posting DetailsPosting Date11/07/2024
Open Until FilledYes
Closing Date
Posting Open to Internal Candidates Only?No
Interested Internal Candidates Exist?No
Job CategoryHourly Staff (Non-Exempt)
Appointment TypeRegular
If TERM position provide projected end date
Equipment/Instruments
Drivers License and Physical Requirements. Please check all items that apply.None applicable
Duties / Responsibilities
Job DutiesDuty/ResponsibilityEnsure effective office management:
Support Extension leadership team, selected committees and projects associated with ExtensionMaintain busy calendar for director, setting priorities and making independent decisions as appropriateManage 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 managementManage financial records, including travel and purchasing expensesAssist with searches by scheduling interviews, travel and logistics, and assist with onboarding new employees and managing Extension orientationMaintain inventory and order office suppliesOversee building maintenance in conjunction with facilities; ensure common spaces are clean, organized and maintained to professional standards; maintain signage; sort and route mailMaintain and update staff directoryAssist in management of promotion process; manage emeritus request processOversee annual review process for all Extension personnelArrange travel for leadership teamDevelop and improve office processes and systemsHire, train, supervise and mentor student workersOther administrative duties as needed
Duty/ResponsibilitySupport Extension programming:
Prepare documents, reports, graphs, spreadsheets and presentations for leadership team as neededConfer with and/or counsel staff and the public on essential matters relating to Extension, including day-to-day programmatic, operational and administrative issuesCoordinate conferences, meetings and events, including preparing materials, booking rooms, and arranging catering, equipment, parking, etc.Record and transcribe meeting minutes as necessaryAssist with audiovisual needs and setup for in-person and virtual meetingsProcess Certificate of Liability Insurance requests from staffManage Protection of Minors (POM) Youth Skills background checksCoordinate Extension van usage and ensure staff are eligible to drive by maintaining records of defensive driving certificates and background checksSupport projects and initiatives
Duty/ResponsibilityProvide 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 partnersStay current on UNH Cooperative Extension programs, mission, and other relevant organizational details to supply accurate and appropriate information to the publicProfessionally and diplomatically manage phone calls and emails and greet visitorsProvide detailed responses to information requests about programs and activitiesPrepare and edit complex correspondence; prepare mailingsSalesforce management support, including formatting and sending newsletters and tracking newsletter engagementUpdate website and SharePoint site as needed, proactively keeping content currentCollect and edit newsletter content; assist with development of promotional materialsMaintain email distribution lists
Duty/ResponsibilityProfessional 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
Supplemental Questions
Required fields are indicated with an asterisk (*).
Documents Needed to Apply
Required DocumentsResume/VitaCover Letter
Optional Documents
SummaryOperating TitleAdministrative Coordinator, Extension State Office
Long Classification TitleAdministrative Coordinator
Campus LocationDurham
DepartmentUNH Cooperative Extension Administration
Summary of PositionThe 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.
Acceptable minimum level of educationHS or equivalent
Acceptable minimum years of experience7-10 years
Additional Job Information
Posting NumberPS4971FY25
Other minimum qualificationsSeven 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 yearsStrong, comprehensive calendaring and computer skills (preferably Microsoft Office Suite)Comprehensive knowledge of office practices and proceduresExperience planning and coordinating eventsEffective oral and written communication skillsWilling to learn new skills as required to meet the needs of the officeOrganizational and analytical skills and careful attention to detailAbility to work effectively and efficiently in a professional environment, both independently and as a team playerAbility to establish and maintain effective working relationships with coworkers and the general publicFlexibility, creativity, adaptability to changeAbility to make independent decisions and exercise sound judgmentDemonstrated ability to manage multiple projects and deadlines
Additional Preferred Qualifications
Bachelor's degreeExperience working in higher education or Cooperative ExtensionExperience 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, SharePointOffice administration and supervisionProofreading and editing skills
Salary InformationSalary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.
Quicklink for Postinghttps://jobs.usnh.edu/postings/63969
Percent Time Information (FTE)1.00
Grade15
EEO StatementThe 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, genetic information, veteran status, or marital status.Institution InformationThe University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate 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. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry. The UNH Diversity Resource Guide with information and programming available in the seacoast area, New Hampshire, and the region can be found here:
https://www.unh.edu/hr/diversity-resource-guide
Posting DetailsPosting Date11/07/2024
Open Until FilledYes
Closing Date
Posting Open to Internal Candidates Only?No
Interested Internal Candidates Exist?No
Job CategoryHourly Staff (Non-Exempt)
Appointment TypeRegular
If TERM position provide projected end date
Equipment/Instruments
Drivers License and Physical Requirements. Please check all items that apply.None applicable
Duties / Responsibilities
Job DutiesDuty/ResponsibilityEnsure effective office management:
Support Extension leadership team, selected committees and projects associated with ExtensionMaintain busy calendar for director, setting priorities and making independent decisions as appropriateManage 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 managementManage financial records, including travel and purchasing expensesAssist with searches by scheduling interviews, travel and logistics, and assist with onboarding new employees and managing Extension orientationMaintain inventory and order office suppliesOversee building maintenance in conjunction with facilities; ensure common spaces are clean, organized and maintained to professional standards; maintain signage; sort and route mailMaintain and update staff directoryAssist in management of promotion process; manage emeritus request processOversee annual review process for all Extension personnelArrange travel for leadership teamDevelop and improve office processes and systemsHire, train, supervise and mentor student workersOther administrative duties as needed
Duty/ResponsibilitySupport Extension programming:
Prepare documents, reports, graphs, spreadsheets and presentations for leadership team as neededConfer with and/or counsel staff and the public on essential matters relating to Extension, including day-to-day programmatic, operational and administrative issuesCoordinate conferences, meetings and events, including preparing materials, booking rooms, and arranging catering, equipment, parking, etc.Record and transcribe meeting minutes as necessaryAssist with audiovisual needs and setup for in-person and virtual meetingsProcess Certificate of Liability Insurance requests from staffManage Protection of Minors (POM) Youth Skills background checksCoordinate Extension van usage and ensure staff are eligible to drive by maintaining records of defensive driving certificates and background checksSupport projects and initiatives
Duty/ResponsibilityProvide 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 partnersStay current on UNH Cooperative Extension programs, mission, and other relevant organizational details to supply accurate and appropriate information to the publicProfessionally and diplomatically manage phone calls and emails and greet visitorsProvide detailed responses to information requests about programs and activitiesPrepare and edit complex correspondence; prepare mailingsSalesforce management support, including formatting and sending newsletters and tracking newsletter engagementUpdate website and SharePoint site as needed, proactively keeping content currentCollect and edit newsletter content; assist with development of promotional materialsMaintain email distribution lists
Duty/ResponsibilityProfessional 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
Supplemental Questions
Required fields are indicated with an asterisk (*).
Documents Needed to Apply
Required DocumentsResume/VitaCover Letter
Optional Documents