Administrative Assistant Cooperative Extension Northern KY
Kentucky State University

 TITLE: Administrative Assistant NKY (Boone, Kenton, Campbell Counties)DEPARTMENT: Cooperative Extension ProgramREPORTS TO: Northern KY Area DirectorCLASSIFICATION: Staff-12 monthsEFFECTIVE DATE: TBDSTANDARD WORK HOURS: 37.5 hours per weekEMPLOYMENT STATUS: Full-Time EMPLOYMENT CLASSIFICATION: Non-Exempt  JOB SUMMARY: The Administrative Assistant under the direct supervision of the Northern KY Area Director, performs a variety of Extension and secretarial duties for the Extension Program with a focus on the Northern KY Area Office and Jefferson County Office. To support faculty and staff Extension personnel: interacts with the public, makes travel arrangements, and assists on travel documents, keeps a calendar for all Northern Ky and Jefferson County events, creates purchase orders, conducts research for pricing for supplies and equipment, works with high schools in Kentucky, as well as assists in some student outreach events. Additional duties include, processing forms, performing data entry, and establishing and maintaining records. Enters data, draft, edit, revise, and print letters, tables, reports, and other materials for the unit. Most often duties include answering and directing phone calls, filing information, and managing office supply needs to support faculty and staff Extension personnel: interacts with the public. Additional duties often include tasks such as scheduling appointments, coordinating program events, greeting visitors, and maintaining organized file systems for the program staff. ESSENTIAL JOB FUNCTIONS:Supports the Northern KY Area Director and needs of the NK Area Agents and Jefferson County Staffand Extension program.Keeps a calendar for all Northern KY and Jefferson County Events.Makes travel arrangements and assists on travel documents and assigns vehicles to travelers.Research pricing for supplies and equipment, creates and processes requisitions.Works with high schools in the area and assists in some student outreach events.Performs a wide variety of typing assignments which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials.Daily interactions with the public, staff, and facultyCreates and distributes correspondence, reports, and other documents.Proof and edit letters, success stories as well as enters program contacts into the Kentucky Reporting System (KERS)Assists with creating and maintaining frequent publications for community and partners.Performs data entry and maintains files, database, and record retention.Maintains budgets and accounts.

Creates and processes requisitions, travel arrangements, budget transfers, and check requests for staff, faculty, guests, and students.

Travel to Frankfort, Kentucky for meetings, in state and outstate professional development assigned by Northern KY Area Director.

Performs other duties as assigned.

  KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 

Ability to create, compose, and edit written materials.

Knowledge of supplies, equipment, and/or services, ordering and inventory control.

Word processing and/or data entry skills.

Ability to maintain confidentiality of records and information.

Ability to communicate effectively, both orally and in writing.

Ability to maintain calendars and schedule appointments.

Ability to develop and compose newsletters, flyers, and social media content.

Ability to understand and follow specific instructions and procedures.

Ability to perform simple accounting procedures.

Skill in the use of operating basic office equipment.

Receptionist skills.

        SUPERVISORY RESPONSIBILITY This position does not have supervisory responsibility.             OTHER DUTIES: Position will perform other related duties as required QUALIFICATIONS: Education: High school diploma or equivalent required.Experience: Minimum of 2 years of experience in an administrative or office support role.Skills: Proficiency in office software and equipment, strong organizational and communication skills. Preferred QualificationsEducation: Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field.Experience: Prior experience in a similar role within higher education.Skills: Advanced skills in using Microsoft Office Suite and familiarity with project management software (e.g., Asana, Trello)              WORKING CONDITIONS AND PHYSICAL EFFORT: 

Work is normally performed in a typical interior/office work environment.

No or very limited physical effort required.

No or very limited exposure to physical risk.

 Internal Candidates are Encouraged to Apply  Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa  
 KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.   

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