Administrative Coordinator, Extension State Office

University System of New Hampshire; New Hampshire; On-site; USD 55,000 - 75,000; Full time

Job summary

UNH Cooperative Extension seeks an Administrative Coordinator to ensure smooth operation of the leadership office and protect confidentiality at all times. You will support the Extension leadership team with calendar management, meeting logistics, event planning and special projects across New Hampshire.

The role involves statewide responsibilities, including onboarding, documentation control, travel arrangements, and coordination of promotion and staffing processes, all conducted in person on

Qualifications

• Seven years of office experience with increasing responsibility.
• Three years of relevant experience or a combination of experience, training and education.

Responsibilities

• Ensure effective office management and support leadership team.
• Maintain director's calendar, set priorities, and make independent decisions as appropriate.
• Manage confidential documents including hiring, onboarding, performance evaluations and promotions.
• Handle travel, purchasing, and financial records for the director.
• Coordinate statewide marketing and operations accounts and serve as liaison with telecommunications.
• Arrange interviews, travel, onboarding, and orientation for new staff.
• Maintain inventory, order supplies, sort mail, and keep staff directory up to date.
• Assist in promotion processes, emeritus requests, and management of office processes.

Skills

Office management

Calendar management

Confidentiality

Event coordination

Communication

Education

Bachelor's degree

Tools

SharePoint

Microsoft Office

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