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SENIOR ADMINISTRATIVE ASSISTANT

Position Details

Summary

Operating Title SENIOR ADMINISTRATIVE ASSISTANT
Long Classification Title SENIOR ADMINISTRATIVE ASST
Location UNH, Durham, NH
Department UNH COLSA Thompson School of Applied Science [UBTSAS]
Summary of Position

Perform high level of administrative services for the Thompson School of Applied Science (TSAS). Support the needs of the Executive Director, Academic Counselor and the Administrative Manager. Additional support given to 16 full-time faculty as well as the adjunct faculty hired each semester, the Horticultural Facilities Manager and the student body. Other duties include but are not limited to the management of Dean’s files and school files and spreadsheets, development of the time and room schedule and development and maintenance of the School website, Facebook page and other social media venues and production of various forms of promotional and advertising materials. Administrative support of the student body; support of the TSAS Provide customer service, interaction with the general public, USNH community, in person, via telephone, email and other means of communication, train and supervise work study and hourly students and be proficient in is necessary.

Additional Job Information
Posting Number/Job Order # PS0575FY18
Acceptable minimum level of education HS or equivalent
Acceptable minimum years of experience 5-7 years
Other minimum qualifications

1. High school graduation.
2. Seven years of academic support experience with increasing responsibility including three years of supervision, Bachelor’s degree and three years, or combination of experience, specialized training and higher education equal to seven years
3. Computer literacy in Microsoft Office is required as well as proficiency in developing content for the web and social media and maintenance of website.

Additional Preferred Qualifications

Preference will be given to the candidate who has experience and is proficient in Adobe Acrobat DC, Photoshop and InDesign and use of social media.

Experience with the USNH systems, including Webi/Banner, Canvas Learning Management System a definate plus.

Salary Information

Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.

Quicklink for Posting http://jobs.usnh.edu/postings/27416
Percent Time Information (FTE) 100%
Grade 12
EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, or marital status. Application by members of all underrepresented groups is encouraged. Hiring is contingent upon eligibility to work in the U.S.

Institution Information

A comprehensive land-, sea-, and space-grant university, UNH is the state’s flagship public university and is ideally located in the rural town of Durham, with ready access to the Maine and New Hampshire seacoasts, Boston, and the White Mountains. The University actively creates and nurtures a dynamic learning environment in which qualified individuals of differing perspectives, life experiences and cultural backgrounds pursue goals with mutual respect and shared spirit of inquiry. UNH has just under 13,000 undergraduate students and 2,200 graduate students.

Posting Details

Posting Date 08/21/2017
Open Until Filled Yes
Closing Date
Posting Open to Internal Candidates Only? No
Interested Internal Candidates Exist? No
Job Category Hourly Staff (Non-Exempt)
Appointment Type Regular
If TERM position provide projected end date
Equipment/Instruments
DOT Safety Information None applicable

Duties / Responsibilities

Job Duties

Duty/Responsibility

As needed, support the Executive Director, Academic Counselor, Administrative Manager, faculty members and students with a variety of projects and tasks.

Anticipate and prepare routine to complex correspondence and other documents such as agendas, articles, materials for presentations, tables, graphs, charts, proposals, manuscripts and class materials for distribution. Responsible for completeness, accuracy and format of documents as well as confidentiality, and security of sensitive information as needed.

Prepare various letters for the Executive Director and Academic Counselor (e.g., exclusions, new and returning student letters, readmission letters, honors letters, special admissions mailings).

Prepare and oversee Dean’s student files; prepare and distribute files and documents as needed; create and manage other School files and records as necessary using judgment and knowledge of office requirements and confidentiality where necessary.

Contribute to the agendas for TSAS web liaison meetings, TSAS administrative meetings, staff meetings & faculty meetings. Presents data as needed or required.

Type or prepares exams and professional materials (posters, bookmarks, handouts, etc.) for faculty and staff use; manages and makes copies of confidential material, including exams, Dean’s student files and grade reports and other student documents.

Duty/Responsibility

Interact with the general public and USNH personnel by telephone or email, receiving messages, taking phone messages, setting up or canceling appointments (exercising judgment and priority), and by providing information about the Thompson School and its programs.

Handle and screen incoming mail as appropriate and with necessary confidentiality. Take action as needed.

Give Thompson School campus tours to prospective students and families as well as other tour groups.

Represents the Thompson School at various in-state recruiting events.

Duty/Responsibility

Utilize Banner to monitor course enrollments at the start of every semester and consult with the Executive Director regarding the management of low enrolled classes and other enrollment modification requirements.

Responsible for preparing and maintaining the Thompson School time and room schedule and internal room usage in three buildings. Collaborate with faculty and match class sizes to the available rooms and facilities; identify and correct course and classroom conflicts across all seven academic programs. Work directly with UNH Registrar’s Office to make necessary changes to time and room. Once hiring contracts are finalized, submits adjunct faculty information to UNH Registrar.

Utilize Banner to register students and research other student data as requested by the Academic Counselor or Executive Director.

Maintain student and faculty organizations in myCourses by Canvas, UNH’s Learning Management System. Add users, update information, upload documents, and keep content current.

Responsible for coordinating all details surrounding final exam schedules for fall and spring semesters, including timing of exams, locations and resources required.

Prepares materials for the June Freshman Orientation process for newly admitted students. Assembles New Student Packets, registers students and manages Advisor and Dean’s Files.

Prepares materials for student registration and faculty advising. Supports students during registration and add/drop periods. Coordinates four year course registration.

Assist the Academic Counselor with edits to the UNH undergraduate course catalog, formulating directed communication emails and letter to students and faculty.

Duty/Responsibility

Supervise hourly work-study students in the completion of their daily jobs and tasks. Train students on office procedures and the proper use of office equipment, including computer and audio visual equipment.

Assist faculty and staff as needed with office equipment, computers and audio visual equipment. Will be the point person for faculty and adjunct faculty in troubleshooting AV issues.

Serve on Thompson School Computer Committee, COLSA Web Liaison committee and other University committees as assigned.

Attend professional development conferences and events as appropriate.

Duty/Responsibility

Develop, maintain and utilize documents and databases using computer software applications such as Word, Excel and Publisher. Use Adobe software such as Acrobat DC, Photoshop and InDesign to develop PDF forms, marketing materials, website design projects and more.

Manage multiple TSAS spreadsheets and databases. Input data, use data to track exclusions, honors, graduation status, information for Graduation Certs, class enrollments, advisor, etc. Generate, download and manage reports from UNH databases (WebI/Banner) to include, enrollment reports, grade reports, advisor allocations, etc.

Develop online questionnaires using Qualtrics. Produces various questionnaires for student and faculty use, including the New Student Questionnaire, the Graduation Questionnaire and the Thompson School Outstanding Educator.

Duty/Responsibility

Responsible for producing top notch PowerPoint presentations for TSAS Open House, Admitted Student Day, Awards & Scholars Reception, New England Grows, Farm & Forest, Commencement Open House, TSAS summer classes and Youth classes and camps and other School events. Produces various printed promotional and advertising items including magazine and newspaper advertisements, fliers for culinary workshops and TSAS course offerings, TSAS Community Connections flier, TSAS MUB poster, display items for New England Grows, Farm & Forest, various landscape trad shows, Green House Open House, Poinsettia Trials, Festival of Trees event, 180 Blue TSAS Restaurants and various other venues.

Assist in the preparation of event materials, including University wide and School wide Open Houses and Admitted Student Day

Responsible for the development, management and look of the TSAS website, Facebook page and other social media venues. Manages the content, collaborates with faculty and staff for input; writes and/or edits written materials, post calendar events, takes and posts pictures and ensuring accuracy and currency of material.

Prepare digital flyers and advertisements for TSAS Television and UNH TVs all over Durham/Manchester campuses.

Responsible for taking photos during different events, classroom activities, labs, and other opportunities which capture Thompson School programs.

Tracks and presents Google Analytic data for TSAS administrative meetings, staff meetings and School wide faculty meetings, as well as COLSA Web Liaison meetings. Interprets and presents analytical data on the number of fans of our Facebook page has, the demographics of our viewers, works with the Executive Director on web and social media advertising.

Serve on Thompson School Computer Committee and COLSA Web Liaison committee.

Duty/Responsibility

Supports the Administrative Manager in the preparation and look of the school-wide bulletin boards as well as the display cases.

Other duties as assigned.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you meet the definition of an Internal Candidate? Internal Candidates include: (1) active status employees who have completed the introductory period and (2) adjunct staff members who have been employed within USNH for at least 12 months in total and who have worked at least 1,000 hours during the 12 month period preceding the application for the position. Student employment does not apply toward internal status eligibility.
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Resume/Vita
  2. Cover Letter
  3. (3) Professional References Contact Info
Optional Documents