Administrative Support Associate-YFC

North Carolina A & T State University•Greensboro, NC

45d•Onsite

About The Position

The primary purpose of this position is to provide comprehensive administrative and operational support to Extension Specialists within the Youth, Family, and Communities Unit at Cooperative Extension, North Carolina Agricultural and Technical State University. The role involves managing day-to-day activities, including answering calls, drafting correspondence, maintaining databases, coordinating travel arrangements and reimbursements, and handling mail. The position requires the independent execution of various tasks, including some technical duties, to support program functions. Additionally, the role involves applying in-depth program knowledge to provide guidance and advice regarding specific program operations, ensuring efficient and effective program delivery.

Responsibilities

Gather, distribute and explain information to establish and update records.
Provide information relative to programs, conferences and workshops offered by Cooperative Extension to campus and county personnel, general public, other institutions, private, local, state and federal agencies.
Answer questions independently and utilize a variety of sources in acquiring information on a daily basis (i.e. websites, educational materials, etc.).
Serve as liaison to staff, students and general public for requests for information.
Prepare and process travel arrangements, itineraries, establishing appointments, meetings and conferences.
Organize and maintain both electronic and paper office records and files for easy retrieval.
Track expenditures for travel, program development, and professional development funds allocated to assigned faculty, ensuring adherence to budget allocations.
Complete travel authorization and reimbursement requests for faculty and staff, covering transportation, subsistence, registration, and other related costs.
Calculate and verify figures for grant budgets, identifying and correcting any discrepancies.
Establish, update, and purge filing systems for each faculty member, including budgets, technical reports, and subcontractual agreements.
Process outgoing mail (correspondence, forms, packages) to ensure timely delivery and retrieves incoming mail from the departmental mailroom.
Create a variety of documents, including letters, memorandums, agendas, itineraries, justifications, mailing lists, budget revisions, databases, invoices, charts, forms, and labels.
Edit and proofread educational materials and other documents, providing constructive feedback.
Create and distribute surveys and registration forms using Qualtrics software, ensuring all materials are accurate and professionally presented.
Regularly use computer, photocopier, various computer software programs, printers, fax machine, audio-visual equipment, and scanner.