Administrative Assistant I,II,III for 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 Details 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 ProgramsHigh School Diploma or GED required (Associate's preferred)0—2 years of clerical, office support, or administrative experienceBasic proficiency in Microsoft Word, Excel, and OutlookAdministrative Assistant Il, Cooperative Extension ProgramsAssociate's Degree required (Bachelor's preferred)2—5 years of progressively responsible administrative support experience.Administrative Assistant Ill, Cooperative Extension ProgramsBachelor'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 deadlines, and work effectively in a fast-paced office environment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office equipment (printers, scanners, copiers). Ability to work independently, exercise sound judgment, and maintain professionalism and confidentiality when handling sensitive information. Posting Detail Information Posting Number - s1008 Will this position require travel? - yes Will this position require night, weekend, and after hour work? - yes Will this position be supported using grants or contract funding? - yes Number of Vacancies - 1 Desired Start Date Position End Date (if temporary) Open Date - 04/10/2026 Close Date - 07/31/2026 Open Until Filled - No Special Instructions Summary - Each applicant, including all current employees, must complete and submit the following documents:Tuskegee University employment applicationCover LetterResume/CVRecommendation lettersCopies of unofficial transcripts.Please note that official transcripts(s) will be required upon hire Supplemental Questions Required fields are indicated with an asterisk (*). * Which of these best describes your qualifications? High School Diploma or GED required (Associate's preferred) and 0—2 years of clerical, office support, or administrative experience Bachelor's Degree required (Master's preferred) and 5+ years of senior administrative support or office management experience Associate's Degree required (Bachelor's preferred) and 2—5 years of progressively responsible administrative support experience Documents Needed to Apply Required Documents Resume Letter of Recommendation 1 Letter of Recommendation 2 Letter of Recommendation 3 Optional Documents Cover Letter Transcript 1 Curriculum Vitae Tuskegee University