Extension Regional Office Administrative Assistant; Crookston, MN

About the Job

Bargaining unit consideration begins 7/23/2026 and closes 7/30/2026. This position is located in Crookston, MN.

Working Title: Extension Regional Office Administrative Assistant

Classification: Executive Ofc and Admin Spec (job code 1885), AFSCME represented

Pay Range: $24.33 - $30.69/hour; depending on qualifications

Appointment: Full-time, 40 hours a week (100% time)

Office location: Crookston Regional Extension Office (Crookston, MN);
This is an in-office and in-person position, with flexibility.

Apply by: August 17, 2026

This position is for the University of Minnesota Extension Regional Office in Crookston, located on the University of Minnesota Crookston campus. Work is performed in a regular office environment and often involves working at the front desk, where they greet and assist visitors. During the first 12 weeks, the employee works in the office each day; after that, a flexible option is available.

Driving on short errands is required.

Typical work hours will fall between 7:30 am and 5 pm, with occasional requirements for evening, weekend, and overtime work.

• Manage the volunteer screening and rescreening processes, including tracking applications, conducting background checks, administering orientation, completing Safety of Minors training, and processing re-enrollments.
• Communicate what screening materials are needed to applicants and staff
• Assist the Extension educator (and county support staff when applicable) in screening volunteers
• Train county program and support staff in the volunteer screening management process and roles
• Maintain volunteer database accurately and in a timely manner
• Track completed volunteer training
• Generate accurate and timely reports at the direction of the Extension educator
• Assist the Volunteer Systems Extension educator with volunteer communication materials
• Participate in work-related training and other business of the program

• Manage 4-H program data through regional 4-H Online support
  • Review and approve youth enrollments
  • Create and maintain program agreement club and youth enrollment data in 4-H Online
  • Troubleshoot and resolve enrollment data issues
  • Assist local staff with 4-H Online (e.g., creating clubs or groups, moving families between counties)
  • Provide data and send broadcast emails for multi-county or regional programs
  • Manage data and documents according to the UMN retention schedule
• Support event registration and logistics for multi-county, regional, and state events, including but not limited to State Fair, State Horse Show, State Dog Show, State Shoot, regional camps, project bowls, and BLU leadership events
• Ensure accurate and timely periodic reporting of 4-H participation and learning opportunities
• Support regional Extension educators and local staff in the chartering process
• Support statewide 4-H work teams and programs as assigned

• Greet walk-in traffic, answer phone calls, and respond to inquiries and online communication
• Maintain equipment, including loaner inventory, workroom, office supply inventory, and make necessary purchases and handle the office mail
• Work with vendors, including obtaining estimates for office supplies, equipment, and services
• Schedule/maintain the schedule for office meeting rooms and public access to technology. Maintain and report problems with Regional Office conference room technologies
• Maintain documents related to office operations and policies, including the staff directory, office space map, and evacuation procedures
• Maintain the filing system for historical records, civil rights, and disposal.
• Orient new and existing employees on office hardware and practices (i.e., mail, keys)
• As requested, assist with projects and events; this may include making copies, arranging for food, securing a venue, or other logistics tasks
• Use a purchasing card to make purchases (e.g., conference registrations, supplies, meeting catering, and room reservations) and reconcile the P-card
• Prepare deposits for Extension programming, refunds, and other income received
• Collect employment paperwork for local and regional employees

• Four years of experience in an office setting and/or a combination of relevant experience and post-high school education, and/or training to include:
  • Advanced experience with Microsoft (Word, Excel, etc.) and Google Suite applications (Google Docs and Sheets, Google Drive, etc.) and internet browsers and searches
  • Experience formatting, drafting, or writing routine to complex correspondence, reports, and meeting materials
• Ability to work with all populations and in all communities
• Excellent written and oral communication skills
• Skilled at working with details, managing workflow, and meeting deadlines
• Customer service experience

• Valid driver's license and access to a vehicle with required insurance, to conduct day-to-day business,…