Job Description Summary & Additional Information

Organization Summary Statement: Under general supervision, provides moderately complex administrative support to faculty and staff in the University of Maryland (UME) Harford County office. In partnership with another administrative assistant, the administrative team generally operates in four areas: office organization, fiscal operations, communications, and program support. This position will have primary responsibility for supporting the 4-H Youth Development and Family and Consumer Sciences (FCS) programs, with additional limited support to the Home Horticulture/Master Gardener program.

JOB SUMMARY:

Under general supervision, provides complex administrative support to an individual, office, department or program. Work requires comprehensive knowledge of the organization or program where assigned, skill in working with issues related to policy, procedures, and confidential matters, and involves considerable participation in the work of the supervisor. Incumbents exercise discretion and judgment with considerable consequence of error.

PRIMARY DUTIES

1. Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.

2. Converts rough copy and drafts to final version quality reports, presentations, and documents. Includes incorporating edits from multiple reviewers, adding graphics and effects to presentations, and applying campus style guidelines.

3. Drafts and signs routine correspondence and replies to inquiries which do not require technical program knowledge.

4. Develops, implements, and maintains paper and electronic filing systems which meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed. Creates reports as needed.

5. Researches, analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.

6. Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background material.

7. Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.

8. Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.

9. Assists in preparing and administering department budget by updating accounts, and running periodic reports.

10. Acts as intermediary for supervisor, interacting with officials, staff at all levels and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues.

11. Anticipates supervisor's course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the supervisor.

12. May provide guidance and instruction to other office support staff.

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

Job Responsibilities

• Provides information to the general public about Extension and programming via phone, email, in-person, and at venues as needed. May receive multiple phone calls, emails, and walk-ins per day.
• Register participants and receive monies for classes, workshops, events, and Extension publications.
• Communicates professionally and regularly with all office colleagues and the County/Area Director as appropriate in support of office operations.
• Prepares internal and external communications (e.g. reports, flyers, marketing materials, social media, etc.) in support of Extension programs. Willingly aids colleagues in proofreading and editing for formatting and grammatical issues. Prioritizes all work based on needs and urgency. Anticipates needs within the office and programmatic settings.
• Aids in maintaining Extension office Compliance files and documentation for the program areas of support.
• Provides a high level of support to colleagues, including organizing/assisting with multiple community events year-round, which may require information gathering, event registration, event publication, etc. Coordinates meetings and program arrangements as needed.
• Provides