Administrative Assistant ,II,III Cooperative Extension Programs

Administrative Assistant I,II,III for Cooperative Extension Programs

Each applicant, including all current employees, must complete and submit the following documents:

• Tuskegee University employment application
• Cover Letter
• Resume/CV
• Recommendation letters
• Copies of unofficial transcripts.
• Please note that official transcripts(s) will be required upon hire

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.

Qualifications (Education, Experience and Specialized Training) - Administrative Assistant l, Cooperative Extension Programs High School Diploma or GED required (Associate's preferred)0—2 years of clerical, office support, or administrative experience

Basic proficiency in Microsoft Word, Excel, and Outlook Administrative Assistant Il, Cooperative Extension Programs Associate's Degree required (Bachelor's preferred)2—5 years of progressively responsible administrative support experience.

Administrative Assistant Ill, Cooperative Extension Programs Bachelor's Degree required (Master's preferred)5+ years of senior administrative support or office management experience.

Proven ability to work independently, manage sensitive information, and coordinate complex administrative processes.

Physical Demands

Skills and Attributes
- Knowledge of general office procedures, administrative support functions, and receptionist/front desk operations. Knowledge of Cooperative Extension program operations and the ability to support administrative functions related to county reporting, program documentation, and general Extension activities. Knowledge of university policies, procedures, and basic recordkeeping requirements. Skill in preparing, typing, proofreading, and formatting correspondence, reports, and other administrative documents with accuracy. Skill in maintaining organized filing systems (electronic and hard-copy) and managing confidential records.

Skill in scheduling appointments, coordinating meetings, and managing calendars for administrators and staff. Ability to process travel documentation, county travel reports, and vouchers for payment in accordance with institutional guidelines. Ability to order, track, distribute, and trace supplies and equipment, including monitoring back orders and maintaining inventory records. Ability to receive, route, and distribute county reports and materials to appropriate personnel in a timely manner.

Ability to maintain county personnel leave records and administrative tracking logs with accuracy and confidentiality. Strong communication and customer service skills to interact professionally with faculty, staff, county personnel, and external stakeholders. Ability to manage multiple priorities, meet…