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JOB DESCRIPTION AND POSITION REQUIREMENTS
Penn State Extension in Clarion County is seeking to hire an administrative assistant. This person will work three days a week in the Clarion Office. They will work 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 Penn State Extension offices in Clarion County.
The Administrative Assistant will:
Assist with county Extension program and events coordination; provide administrative support for 4-H and Master Gardener volunteer programs
Provide customer service and customer relationship support
Help coordinate office communications, multimedia product development, and publications
Perform other clerical and administrative duties of administrative support as needed
Specific responsibilities can include:
Serve as receptionist or first-line liaison to internal and external customers and provide general office support
Greet customers, answer the telephone, provide directions or information, and solve routine issues. Communicate routine and general information to staff, customers, and/or the public about standard services, processes, and procedures using prescribed or established guidelines
Schedule/cancel appointments and meetings
Assist educators with event planning and coordination, including scheduling facilities, facility contract management, and event logistics
Maintain educational resource and publication files, and order publications as necessary
Maintain Customer Relationship Management program files and databases in Salesforce and help generate, prepare, and distribute mass mailings
Assist with the set-up of off-site workshops, classes, council meetings, or special events as assigned
Assist Extension Educators in maintaining and filing documents and reports for grant programs
Assist Educators with many clerical and administrative tasks supporting our 4-H and Master Gardener volunteer programs with registrations, volunteer compliance tracking, annual 4-H enrollment processing/expense voucher preparations/invoicing, etc.
Other duties as assigned or requested
Qualifications and requirements:
Must maintain a professional appearance, represent Penn State University and the county Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, and Extension Educators.
Should be able to assume the temporary/occasional role and duties of 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.
Being proficient in the use of internet searches, file formatting, document retrieval, and e-mail is…