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Administrative Secretary
Post Date: 07/21/2021
Close Date: 10/15/2021
PO Box 6150, Dept 3140

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$30,000 - $49,999


Job Description:
Please provide details within cover letter or resume of how each of minimum and/or preferred qualifications have been met. 

Position Description & Details:
Under general supervision from the Administrative Coordinator, the Administrative Secretary provides administrative assistance and secretarial assistance to the Center for 4-H Youth Development. Serve as administrative support for 4-H specialists, support activities and events as needed. Provide support to the Administrative Coordinator as needed, for high quality online systems utilized, web-based enrollment and event registration system, etc.Work collaboratively as a team member and safely.

*Helps to support the Center for 4-H Youth Development Department using graphic design/related skills and creativity to engage audiences on social media platforms to support the mission and visibility of North Dakota 4-H and the youth development opportunities available.
*Serves as the telephone administrator for the office.
*Receives and routes incoming calls.
*Greets and guides clientele to appropriate individuals within the department and college.
*Answers questions and secures information for callers and visitors.
*Assists walk-in clientele.
*Orders supplies when needed for office, grants, camp purchasing.
*Manages the S-Drive for the Center for 4-H Youth Development Department.
*Serves as the lead to develop the monthly 4-H newsletter, acquiring material from the Center for 4-H Youth Development specialists and chair, and working to use the newsletter as an informative and helpful tool for Extension professionals across the state.
*Helps schedule and support material checkout (trunk(s), banners, tablecloths, books, etc.)
*Additional duties as assigned.
*Support the Center for 4-H Youth Department with 4-H programming events and different contests as needed. Examples may include: Volunteer Training, National 4-H Week, 4-H Salute To Excellence Award, Healthy 4-H Club, Real Colors Inventory, etc.
Works with 4-H specialists as needed, which includes supporting efforts related to 4-H Congress, 4-H Conference for North Dakota youth, Ambassador Program, and Extension Youth Conference (helping with applications, travel, set up virtual and in-person meetings, etc.).
*This may include the transport of materials and supplies weighing up to 25 lbs. to off-site locations for trainings and event preparation.
*Provides support as directed by the Administrative Coordinator for 4-H Online *Enrollment and Event registration system, UltraCamp, and FairEntry. This includes several manager functions including the design, maintenance, customer service, and reporting aspects of the system and works with other backup support as identified.
*Serve as office support as needed.
*Participate in departmental, college, institutional, and NDSU Extension organizational-wide activities.
*Participate productively in departmental and team meetings with all colleagues/staff.
*Provide support and assistance to other colleagues/staff as required and directed.
*Conduct oneself consistent with behavioral expectations of the NDSU Extension, the mission of North Dakota 4-H, and North Dakota State University to include the principles of Character Counts as identified by the Josephson Institute of Ethics and adopted by the Center for 4-H Youth Development.
*Follow safety rules.
*Help identify unsafe working conditions and work with the Fire Marshall when necessary. Stop co-workers who are working in an unsafe manner.
*Undertake tasks in a pro-active and responsible manner on behalf of the team. Resolve differences constructively by using tact, courtesy, respect, and diplomacy. Use effective time management finishing tasks in a timely manner with effective follow through communication. Be prompt and accountable in attendance for work, meetings, and be fully engaged. Effectively communicate to foster positive and supportive interaction with the department, related entities, and across the organization.

Pay range:  $34,000 - $40,000/year

Work Schedule: Monday to Friday  - 40 hours/week

Office Time:  Summer: from 7:30 am to 4:00 pm and  Winter: from 8:00 am to 5:00 pm

NDSU offers a comprehensive benefits package with includes single or family health insurance coverage with premiums paid for by the university, with an effective date for new employees the first of the month following date of hire. Other benefits include, wellness benefits, basic life insurance, retirement plan, tuition waiver, annual leave, EAP, sick leave and holiday pay. Optional benefits include supplemental life, dental, vision, long-term care insurance, flexible spending account, and supplemental retirement plans.

Minimum Qualifications:
*1 Year of College, certificate, etc. with emphasis inBusiness, Office Management, Secretarial Experience, People Management or related.
*At least 4 years of related work experience in office operations/support of a multi-staffed office or business. Ability to move projects from start to finish.
*Computer: Intermediate/advanced capabilities and accuracy skills in the use of various computer equipment and application software supported by the university including Microsoft Word, Excel, Access, PowerPoint, Outlook, and other computer interface tools/applications/resources.
*Intermediate/advanced Google Drive knowledge.
*Intermediate/advanced social media platform knowledge and experience.
*Intermediate/advanced Zoom and Microsoft Teams experience.
*Office equipment: Copy machine, networked printers, 10 key calculator.
*Interpersonal Skills: Public speaking skills (communication) and listening and writing skills that result in providing good customer service.
*Strong organizing and prioritization skills, detail oriented, strategic thinking/planning ahead; able to work with limited oversight.
*Ability to network across departments and establish relationships throughout the university system and across Extension.

Contact Information:
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