Administrative Coordinator, Extension State Office

CP11 University of New Hampshire; Durham (NH); On-site; USD 28,000 - 45,000; Full time

Job summary

The Administrative Coordinator at the University of New Hampshire’s Cooperative Extension in Durham, NH, ensures efficient operation of the leadership office, maintains confidentiality, and supports meeting logistics, events, and special projects.

Role emphasizes calendar management, travel arrangements, onboarding support, and effective communication across statewide Extension programs and partners.

Qualifications

• Seven years of office experience with increasing responsibility.
• Bachelor’s degree and three years of relevant experience, or equivalent combination.
• Knowledge of confidentiality and professional office practices.

Responsibilities

• Support the director and leadership team, including committees and projects.
• Maintain busy calendar and set priorities with independent judgment.
• Manage confidential documents, hiring/onboarding, promotions, and evaluations.
• Arrange travel, interviews, and onboarding logistics for new employees.
• Coordinate office supplies, mail, staff directory, and internal communications.
• Develop and improve office processes and systems.

Job description

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 meeting coordination and logistics, event planning, assisting with special projects and initiatives, calendar management, account management, and proactively ensuring that the leadership team can function effectively.

This is an in-person position located on the Durham, N.H., campus. UNH Cooperative Extension strengthens people and communities in N.H. by providing trusted knowledge, practical education and cooperative solutions. UNH Extension has offices in each of the state’s 10 counties staffed by educators, support personnel and volunteers working in four broad topic areas: Community and Economic Development, 4-H Youth Development & Education, Food & Agriculture, and Natural Resources. In collaboration with county, state and federal governments, UNH Extension works across N.H. to strengthen industries, develop vibrant communities and municipal leaders, foster healthy families and engaged citizens, and protect the state’s natural resources. UNH Extension is part of the College of Life Sciences and Agriculture.

Duties/Responsibilities

Ensure effective office management (55%)

• 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 for director, including travel and purchasing expenses.
• Manage statewide marketing and operations accounts.
• Serve as Extension liaison with UNH telecommunications for phone system.
• Assist with job searches by scheduling interviews, travel and logistics, and assist with onboarding new employees and managing Extension orientation.
• Maintain inventory and order office supplies.
• Sort and route mail.
• Maintain and update staff directory.
• Assist in management of promotion process; manage emeritus request process.
• Arrange travel for leadership team.
• Develop and improve office processes and systems.
• Other administrative duties as needed.

Support Extension programming (30%)

• 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 set up for in-person and virtual meetings.
• 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.
• Oversee Extension-branded inventory purchase, storage and checkout.
• Support statewide projects and initiatives.

Provide information and facilitate communication (10%)

• 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.
• Prepare and edit complex correspondence; prepare mailings.
• Update website and SharePoint site as needed, proactively keeping content current.
• Maintain email distribution lists.

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

Requirements

• Minimum Acceptable Education & Experience: 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.
• Knowledge, Skills & Abilities: 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.

Preferred Qualifications

• Bachelor’s degree.
• Experience working in higher education or Cooperative Extension.
• Experience with some of the following: Adobe Creative Suite, Zoom, Teams, OneDrive, SharePoint, Workday, UShop, website editing such as Drupal, survey software such as Qualtrics.
• Experience with office administration and supervision.
• Proofreading and editing skills.
• Experience managing and tracking financial accounts.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access 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.

Compensation & Benefits

Pay Range: $20.15 - $33.15

More information on benefits can be found here: USNH Employee Benefits | Human Resources

Location

Durham, N.H. (in-person)

About the Employer

The 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 University System of New Hampshire is the largest provider of postsecondary education in the Granite State. With approximately 30,000 enrolled students annually and more than 90,000 alumni living in state, the institutions of the University System - the University of New Hampshire - Durham, the University of New Hampshire School of Law, the University of New Hampshire at Manchester, Plymouth State University, and Keene State College - have a direct impact on hundreds of thousands of New Hampshire citizens every year.