Administrative Assistant, Strafford County

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 Strafford County. 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 on the ability and training of the individual and the program needs of the staff (field specialists, program managers and Extension 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. Occasional weekend and evening work may be required.

This is a 75%-time, benefited position located at UNH Cooperative Extension’s Strafford County office in Durham, N.H.

Job Description

Extension program support (30%)

• Support Extension program areas (Community and Economic Development, 4-H Youth Development and Education, Food & Agriculture, Health and Well-Being, and Natural Resources) and staff with workshops and programs by preparing correspondence, agendas, meeting minutes, reports, and other materials

• Provide marketing support for events and programs including managing social media, developing and distributing fliers, editing websites, and submitting calendar items

• Use Destiny One and other software to support event enrollment and management

• Correspond directly with clients to respond to inquiries, support event registration, provide confirmations, and collect and process fees

• Support program logistics including catering, name tags, and assembling program packets

• Utilize the Adobe and Microsoft 365 suites, as well as other software as needed

4-H program support (30%)

• Manage inquiries for new members and volunteers

• Maintain 4-H ZSuite database, compile information and generate 4-H reports

• Create event flyers

• Support volunteer screening process

• Provide administrative support to the 4-H program manager in preparation and during the Stratham Summerfest and other 4-H events. This includes organizing registrations, coordinating 4-H exhibit set-up and take-down, and managing judging of exhibits.

• Undertake limited travel to events in the county, including some evening and weekend work. Mileage will be reimbursed at the federal rate.

Communications (20%)

• Prepare regular mailings and email newsletters to advisory council members, program participants, and county newsletter subscribers

• Assist with preparation of 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

Public relations (10%)

• 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

• Ensure the phone system for the office supports excellent client service

• Stay current on UNH Cooperative Extension programs, mission, and other relevant organizational details to supply accurate and appropriate information to the public

Office management (5%)

• Assist the county office administrator as needed

• Maintain inventory and order office supplies

• Communicate with vendors regarding office systems and maintain an inventory of office equipment for insurance and replacement purposes

• Coordinate office calendar and conference room and shared equipment scheduling

• Arrange travel, meetings, and conferences for office staff

• Attend office meetings and record minutes, if required

• Manage mailings in compliance with current U.S. postal rules and regulations

• Help onboard/offboard office staff

• Serve on internal Extension committees as requested.

Professional Development (5%)

• 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 the county office administrator

• Actively participate in the Extension Assistants Team to support professional development

Requirements

Minimum Acceptable Education & Experience