Administrative Assistant ,II,III Cooperative Extension Programs

Position: Administrative Assistant I,II,III for Cooperative Extension Programs
Position Details

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Position Information

Position Title
Administrative Assistant I,II,III for Cooperative Extension Programs

Status
Full Time

Job Summary

Provides administrative and clerical support to Cooperative Extension Programs (TUCEP) leadership, including the Extension Administrator, Assistant Administrators, and other Extension personnel. This position supports daily office operations through receptionist duties, scheduling, correspondence preparation, recordkeeping, travel documentation support, county report processing, supply ordering, and conference registration assistance. The Administrative Assistant ensures efficient administrative workflow, accurate record maintenance, and timely distribution of Extension materials in alignment with university policies and Extension program operations.

Essential Job Duties

• Serve as receptionist for the Extension office, providing professional customer service and support to visitors, staff, and stakeholders.
• Type, prepare, and process reports and other administrative documents as requested by Extension leadership.
• Compose, type, and disseminate correspondence, reports, and official materials as required.
• Maintain organized files and records related to Extension programs, operations, and administrative functions.
• Assist with processing county travel reports, reimbursements, and vouchers for payment in accordance with university and program requirements.
• Maintain knowledge of Extension general operations and university policies and procedures to ensure compliance and proper administrative support.
• Schedule and arrange appointments and meetings for Extension Administrators, Assistant Administrators, and other Extension personnel as assigned.
• Coordinate travel arrangements for Extension leadership and personnel, including reservations, lodging, and itinerary support.
• Order, distribute, and track supplies and equipment for Extension personnel, ensuring timely delivery and proper documentation.
• Receive, route, and process county reports and other materials to appropriate personnel, ensuring timely submission and distribution.
• Track and trace backorders for supplies and equipment ordered and provide updates as needed.
• Maintain county personnel leave records and administrative tracking documentation.
• Serve as a member of the registration team for Extension conferences, workshops, seminars, trainings, and program events.

Administrative Assistant l, Cooperative Extension Programs

• Perform duties under general supervision
• Emphasis on clerical support, customer service, filing, and routine documentation o Limited independent decision-making o Provide routine receptionist and front office support.
• Assist with filing, typing, copying, scanning, and preparing basic correspondence.
• Support travel and voucher processing by organizing documentation for review.

Administrative Assistant Il, Cooperative Extension Programs

• Coordinate office processes and supports Extension reporting workflows.
• Increased responsibility for document preparation, scheduling, and tracking.
• Independently prepare and process correspondence, reports, and program documentation.
• Coordinate appointment scheduling and meeting logistics for multiple Extension personnel.
• Maintain accurate filing systems and tracking logs for county reporting and administrative documentation.
• Support travel documentation processing and ensures accuracy of submitted materials.
• Assist with tracking supplies, back orders, and distribution records.
• Support county leave tracking documentation and ensures proper record maintenance.

Administrative Assistant Ill, Cooperative Extension Programs

• Oversee office workflow and administrative coordination for Extension operations o Serves as lead support staff and resources for other administrative personnel.
• Oversee daily administrative workflow to ensure timely processing of Extension documentation and county reporting materials.
• Serve as a lead point of contact for county offices regarding reporting submissions, travel documentation, and administrative coordination.
• Review administrative documentation for accuracy prior to submission, including travel reports, vouchers, and official correspondence.
• Coordinate ordering, inventory, and distribution processes for Extension supplies and equipment.
• Provide support in training or mentoring Administrative Assistant I staff, student workers, or temporary personnel.
• Ensure consistency in filing systems, leave tracking documentation, and compliance…