Part-Time Administrative Assistant

Penn State University•Jefferson County, KY

1d•Onsite

About The Position

Penn State Extension in Jefferson County is hiring an Administrative Assistant to support the daily operations of its Jefferson and Clarion County offices. The position works two days per week in the Jefferson office, for a total of 12 hours per week, and collaborates with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators, and other Administrative Support Assistants. The role provides administrative and customer support, assists with county Extension programs and event coordination, and supports 4-H and Master Gardener volunteer programs. Duties include reception and general office support; responding to customer inquiries; scheduling appointments and meetings; assisting with event logistics and facility arrangements; maintaining resource files and CRM records; preparing and distributing mailings; and assisting with program registrations, volunteer compliance, enrollment processing, expense vouchers, invoicing, and grant-related records. Other clerical and administrative duties may be assigned.

Requirements

High school diploma or GED required; typically requires at least one year of related experience, or an equivalent combination of education and experience.
Maintain a professional appearance, represent Penn State and the county Extension office professionally, and exercise sound professional judgment.
Ability to work as part of a team and independently, and to follow Penn State Extension procedures.
Excellent communication, phone, organizational, and interpersonal skills.
Attention to detail and ability to manage multiple priorities and deadlines.
Ability to use discretion when handling sensitive and confidential information.
Excellent grammar and proofreading skills.
Advanced computer skills, specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Office 365, and Penn State’s Salesforce web-based customer relationship management software.
Ability to multitask, prioritize workload, and work independently in a fast-paced, changing environment.
Valid driver’s license and successful completion of a motor vehicle records check; the role requires operating a motor vehicle as part of job duties.
Must complete the PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check, in addition to applicable background checks.

Nice To Haves

Proficiency in internet searches, file formatting, document retrieval, and email is strongly preferred.
Experience in a team environment with excellent team skills.

Responsibilities

Assist with county Extension program and event coordination and 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.
Serve as a receptionist or first-line liaison to internal and external customers and provide general office support.
Greet customers, answer telephones, provide directions or information, and resolve routine issues.
Communicate routine information about services, processes, and procedures to staff, customers, and the public using established guidelines.
Schedule and cancel appointments and meetings.
Assist educators with event planning and coordination, including facility scheduling, facility contract management, and event logistics.
Maintain educational resource and publication files and order publications as needed.
Maintain Customer Relationship Management program files and databases in Salesforce and help generate, prepare, and distribute mass mailings.
Assist with setup for off-site workshops, classes, council meetings, and special events.
Assist Extension Educators with maintaining and filing documents and reports for grant programs.
Assist with clerical and administrative tasks for 4-H and Master Gardener volunteer programs, including registrations, volunteer compliance tracking, annual 4-H enrollment processing, expense voucher preparation, and invoicing.
Assume temporary or occasional duties of other office support staff across a multi-county area as needed.
Perform other duties as assigned or requested.