Extension Administrative Support Assistant

2 weeks ago

York, Canada Penn State University Full time

**JOB DESCRIPTION AND POSITION REQUIREMENTS**:
**Extension Administrative Support Assistant 2 - York County**

Work Unit:
**College of Agricultural Sciences**

Department:
**Extension - York County**

**Penn State Extension **in York County is seeking to hire an **Administrative Support Assistant **to provide operational and administrative support assistance to the staff and educators in the York County Extension Office and to provide positive customer service to our customers, stakeholders and the public.

The Administrative Support Assistant will report directly to the Extension Area 8 Business Operations Manager (BOM). The daily supervision of the administrative support assistant will be provided by the Penn State Extension - York County Office Manager. The position will also work closely with the Extension Area Client Relations Manager (CRM) and extension staff to:

- Help ensure the smooth and efficient daily operation of the York County Extension office; assist 4-H staff in maintaining Zsuites volunteer management system.
- Assist with county Extension programs and events coordination.
- Provide local customer relationship support; help with office communications.
- Multimedia product development and desktop publications, social networking and perform other duties of administrative office support.

Specific duties may include:

- Working closely with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators and other Administrative Support Assistants to help ensure the smooth and efficient daily operation of the York County Cooperative Extension office.
- Assisting with overseeing office facility maintenance, equipment, supply requests and occasionally taking financial deposits to the bank.
- Assisting with county Extension program and events coordination; providing administrative support especially for 4-H, Master Gardener, and other volunteer programs.
- Greeting customers, providing information and referrals as appropriate.
- Screening and processing routine telephone communications, mail, and other requests.
- Assisting extension educators and staff with producing/editing/proofreading educational materials, assembling program materials, arranging facilities, contacts, program registration, follow-up communication to enrolled participants, evaluation support, reporting and preparing mailings. Maintaining and operating office equipment; assisting in ordering program materials, PSU Extension publications, Master Gardener and general informational brochures for front office display. Assisting the bookkeeper in ordering office supplies.
- Maintaining confidential and sensitive information and materials.
- Assisting with routine requests such as scheduling conference rooms or outside facilities for meetings and annual events. Serve as the lead meeting room scheduler for the York County 4-H Center, collect and process facility use paperwork and payments. Serve as back up person to submit work requests to County of York maintenance.
- Scheduling and maintaining calendar of appointments, meetings, travel itineraries, etc.
- Recording and distributing meeting minutes.
- Composing and editing written communication.
- Maintaining inventory and ordering/purchasing office supplies; arranging for equipment -maintenance; processing work orders for facilities repairs/needs.
- Performing other duties as assigned or requested.

The Administrative Assistant:

- Must maintain a professional appearance, represent Penn State and the county Cooperative Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, office manager and Extension Educators.
- Should be able to assume the temporary/occasional role and duties of the other office support staff on an “as needed basis” across a multi-county area.
- Must have the ability to work as part of the Extension team as well as to work independently and have the ability to follow procedures as determined by Penn State Extension.
- Must have excellent communication, phone skills, organizational, and interpersonal skills; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information.
- Having experience in a team environment with excellent team skills is required. Must be able to work independently to multi-task, and to prioritize workload in a fast-paced ever-changing environment.

Education and Experience:
The position typically requires 1+ years of related experience and a High School diploma or higher or an equivalent combination of education and experience.

Additional Information:
This position will require successful completion of standard background checks.

Based at Penn State Extension’s York County office, located at 2401 Pleasant Valley Road, York PA 17402, this is a Level 2 Administrative Support Assist

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