Assistant to the Extension Directors

Position Information

Description & Details:

This 1.0 FTE position will provide support to the NDSU Extension Associate Director and Assistant Directors. This position works in concert with the Extension Associate Director and Assistant Directors to provide efficient and effective administrative leadership for NDSU Extension. This includes, but is not limited to, providing organizational leadership by actively serving as the liaison to the Extension Leadership Team; initiating internal and external correspondence; organizing meetings and special events; monitoring and contributing to elements of the organizations' overall public relations and marketing efforts; maintaining the Directors' schedules and meeting preparation; initiating and processing various forms; serving on various committees; and completing special assignments. This position will be located in Fargo, ND and be supervised by the NDSU Extension Associate Director.

Duties & Responsibilities

Provide high-level administrative assistance to the Extension Associate Director and Assistant Directors.

• Write, proofread, edit and send executive correspondence for the Directors.
• Maintain a working knowledge of the Directors' duties to effectively schedule appointments/meetings and provide relevant background information for informed decision-making and constructive meetings.
• Anticipate the Directors' needs and proactively bring together appropriate people and other resources to support the Directors in addressing issues.
• Interpret policies and guidelines (NDSU's and those unique to Extension) and apply them consistently.
• Complete special projects, such as administrative support to organizational reviews and the Citizen Advisory Council.
• Initiate and/or finalize correspondence to faculty, staff, university administrators, partner agencies, regional and national Extension contacts, ND legislators, ND congressional delegation and the public.
• Handle confidential information appropriately.

Provide administrative assistance to the Rural Leadership North Dakota (RLND) Program

• Work closely with the RLND Program Director to plan and implement seminars for the program; which includes making reservations and planning/ordering meals and snacks.
• Make travel arrangements for the Program Director and class participants.
• Monitor RLND finances and create reports for the Program Director.

Serve as liaison to the Extension Leadership Team (ELT).

• Coordinate the agendas for bimonthly virtual and face-to-face meetings.
• Write meeting summaries and flag items requiring follow up action.
• Relieve senior level management of administrative detail by researching policies and protocols for them.
• Track recommendations and document completion.

Manage online presence and NDSU Extension history.

• Serve as the section manager for the public website for NDSU Extension Administration.
• Develop and maintain content for NDSU Extension “For Employees” SharePoint site and subsites.
• Maintain and document history of NDSU Extension.

Assist Associate Director with civil rights requirements for NDSU Extension.

• Update annual requirements for counties.
• Maintaining website with civil rights requirements for the system.
• Assist Associate Director with federal civil rights requirements/reporting.

Minimum Qualifications

• Associate's Degree, two years of college, or five years of previous experience
• Professional oral, written and interpersonal skills
• Use of computer, multi-line phone system, printers, copier, calculator
• Proficiency in Microsoft Office Suite (MS Word, Excel, Powerpoint), Adobe and web tools
• Effective web page management including development and maintenance
• Excellent accuracy and efficiency
• Ability to organize and prioritize work, and work with limited oversight in a team environment
• Ability to serve customers professionally and pleasantly
• Ability to handle confidential information

Preferred Qualifications

• Experience in executive correspondence
• Experience in event planning and management
• Post-secondary education in secretarial, administrative assistance, communications, journalism or related field
• NDSU Experience

Work Schedule: Monday-Friday, 8:00 am to 5:00 pm

Advertised Salary: $49,000 +

Applicant Materials Required: Cover letter addressing minimum and preferred qualifications, resume and three professional references.

Benefits:

NDSU offers a comprehensive benefits package which 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.

About Us:

North Dakota State University is distinctive as a student focused, land-grant, research university. Our main campus is located in Fargo, ND with Extension Service and Research Experiment Station locations across the state.

NDSU is the best college in ND, according to Money Magazine (September 2018). NDSU was named a 2019 Best Value College by Forbes. Fargo made Livability.com's top 10 list of cities to find a job and ranked at #11 for best places to live overall.

No Smoking Notice :

As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. § 23-12-10.

EO/AA Statement:

North Dakota State University is an Equal Opportunity employer and all qualified applicants will receive consideration for employment without regard to age, color, gender expression/identity, genetic information, marital status, national origin, participation in lawful off-campus activity, physical or mental disability, pregnancy, public assistance status, race, religion, sex, sexual orientation, spousal relationship to current employee, or veteran status, as applicable.

Veteran's Preference Notice:

This position is subject to North Dakota Veteran's Preference requirements.

Reasonable Accommodation Information

North Dakota State University is committed to providing access and reasonable accommodation in its services, programs, activities, education, and employment for individuals with disabilities. To request disability accommodation in the application process, please contact Human Resources at 701-231-8961 or ndsu.hr@ndsu.edu .