Senior Administrative Coordinator II

Agency

Department

The Senior Administrative Coordinator II serves as a key leader within the Extension department providing highlevel administrative and strategic support to the Executive Associate Director of Extension. This role ensures the seamless operation of executive functions while leading initiatives that enhance the departments efficiency alignment and impact. The role requires exceptional organizational skills attention to detail and the ability to anticipate and address the needs of the executive leader to optimize their productivity. This position also involves supporting various strategic initiatives organizing events and handling various administrative tasks to ensure the efficient functioning of the executives office and Extension department.

As a pivotal conduit between internal teams and external stakeholdersincluding elected officials international dignitaries and academic leadersthis role requires independent judgment strong leadership and proactive problemsolving skills.

This position is funded by a grant or restricted funds. Continued employment is contingent on the renewal of grant or restricted funding.

This position may pay more than the salary listed above depending on the qualifications and experience of the selected candidate.

Responsibilities:

• Provides highlevel administrative support to the Executive Associate Director of Extension including calendar management travel coordination and correspondence drafting.

• Prepares edits and finalizes reports memos presentations and strategic documentation.

• Oversees logistics for meetings workshops and dignitary visits including facilities hospitality and technical arrangements.

• Acts as liaison with internal departments visiting officials and external partners.

• Provides oversight guidance and task coordination for program assistants and student assistants including training support and workflow management to ensure timely and efficient completion of responsibilities.

• Delegates and coordinates tasks among support staff to ensure timely completion of priorities.

• Develops staff work plans monitors workloads and ensures alignment with departmental goals.

• Leads coordination and oversight of unit budgets in collaboration with the business office.

• Participates in the planning and execution of key departmental projects and priorities.

• Leads administrative projects that evaluate current practices and recommend enhancements.

• Assesses internal processes develops operating procedures and ensures policy compliance.

• Reconciles accounts reviews procard transactions manages event and travel budgets.

• Assists with FAMISrelated tasks and ensures compliance with procurement and financial procedures.

• Serves as the primary contact and for vehicle reservations and distribution for Extension Program.

• Ensures keys are distributed/collected and vehicles are readily available for next customer.

• Coordinates office building issues space planning and facility readiness for events and guest visits.

• Develops internal and external communications including newsletters reports flyers and impact summaries.

• Coordinates marketing and graphic design using tools such as Canva and PEARS.

• Prepares welcome materials for special guests and dignitaries ensuring hightouch engagement.

• Coordinates and handles logistics for regional training programs and professional development sessions.

• Organizes departmental workshops training schedules and speaker logistics.

Required Education and Experience:

• Bachelors degree or equivalent combination of education and experience.

• Seven years of related experience.

Required Knowledge Skills and Abilities:

• Proven leadership organizational and supervisory skills.

• Strong analytical abilities and attention to detail.

• Proficient in office software including word processing spreadsheets databases and presentations.

• Excellent communication and interpersonal skills.

• Ability to work independently and collaboratively manage multiple priorities and exercise discretion with sensitive information.

Preferred Education and Experience:

• Bachelors degree or equivalent combination of education and experience.

• Ten or more years of related experience

Special Requirements:

• Applicants with equivalent experience in lieu of a Bachelors degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency in lieu of a Bachelors degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of eleven years of experience.

All positions are securitysensitive. Applicants are subject to a criminal history investigation and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.