Administrative Assistant III, Cooperative Extension Service

at University of Delaware in Newark, Delaware, United States

Job Description

Administrative Assistant III, Cooperative Extension Service

Apply now ( Job no: 496968

Work type: Staff

Location: Newark

Categories: Administrative Support, Full Time, Extension and Outreach

Pay Grade: 27N

Context of the Job:

Under limited supervision, this position supports the entire operation and management of the State 4-H Office which provides administrative support to State 4-H Program Leader and Volunteer Coordinator, as well as administrative coordination of 4-H program events at the State and National 4-H levels. A high level of independent judgement and initiative is required. This position is the sole administrative support staff member for the State 4-H Office.

Major Responsibilities:

+ Coordinates and executes all aspects of conference planning.

+ Arranges travel for staff and youth to attend State and National 4-H conferences.

+ Prepare itineraries and supporting materials.

+ Coordinates and organizes all detailed administrative aspects of overnight State 4-H Camp to include: the newsletter, registration, class assignment, transportation logistics, financial accountability, and other information as required.

+ Coordinates and organizes all administrative details of the 4-H Department of the Delaware State Fair to include: the newsletter, contest schedules, acquisition of judges, host and hostess schedule, fair pass request and distribution, certificates, and other information as required.

+ Processes routine financial transactions, reconciles procurement card transactions, including, but not limited to the handling of reimbursements and travel expenses.

+ Signs off and gathers supporting documents for all procurement card transactions.

+ Monitors several budget lines.

+ Maintains a balance sheet of all State and National 4-H events.

+ Responsible for the administrative configuration of the Delaware 4-H Online enrollment system that produces the annual ES-237 report to USDA on 4-H youth development enrollment.

+ Provides guidance and instruction as needed to a variable hour employee, as well as county support staff as applicable.

+ Prepares minutes of statewide staff meetings.

+ Drafts, proofreads, prepares and distributes correspondence, reports and related material as requested.

+ Responsible for content management of State 4-H website and other 4-H social media.

+ Establishes and organizes records maintenance and office filing systems, including confidential personnel documents.

+ Supports the Delaware 4-H Foundation: announce and receive the bi-annual requests for financial support from the clubs and counties; announce and receive the annual request for scholarship applications; and transmission of donations received in the State 4-H Office to the Foundation Treasurer, as well as requests for reimbursement.

+ Coordinate with the Shooting Sports volunteer, county staff, and the Volunteer Coordinator to enroll shooting sports volunteers in 4H Online, as well as update their certifications and track their participation.

+ Responsible for complying with university policies, procedures, and best practices regarding protecting data and following UD data governance rules.


+ Minimum of high school diploma or GED, Associates degree preferred, and three years of increasingly responsible experience.

+ Must have great initiative, be highly motivated, organized, and detail oriented.

+ Ability to make independent decisions and handle multiple tasks with little supervision in a very high-paced environment.

+ Strong communication skills both oral and written, and the ability to communicate effectively and interact well with people of all ages and diverse backgrounds.

+ Proficient computing skills.

+ Experience with Microsoft Word, Excel, and Access; and willingness to learn new desktop publishing software features as technologies evolve.

+ Familiarity and working knowledge of UD Works and UData Glance for budget reconciliations preferred.

+ Extensive knowledge of the principles and practices of administrative support practices and procedures.

+ Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.

+ Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action

The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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Job Posting: JC194348280

Posted On: Oct 08, 2021

Updated On: Dec 05, 2021