Administrative Facilitator, Extension

TITLE: Administrative Facilitator, Extension

DEPARTMENT: College of Agriculture, Community, and the Sciences

REPORTS TO: Associate Extension Administrator

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time 

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

Administrative Facilitator, Extension, under the direct supervision of the Associate Extension Administrator will provide essential administrative and logistical support to Kentucky State University’s Extension Program. This role serves to ensure the smooth functioning of various activities within the program, including project coordination, stakeholder engagement, administrative support, and financial administration. By effectively managing documentation, coordinating meetings and events, engaging with stakeholders, and assisting with budget management, the Administrative Facilitator enables the Extension Program to fulfill its mission of disseminating knowledge, providing outreach services, and fostering community engagement.

Administrative Facilitator, Extension, under the direct supervision of the Associate Extension Administrator will play a crucial role in supporting the efficient operation of the entire Extension program by providing administrative and logistical assistance to ensure smooth functioning of various activities. Work includes the exercise of discretion and independent judgment with respect to matters of significance.

ESSENTIAL JOB FUNCTIONS:

1. Administrative Support
   • Manage and organize program-related documentation, including reports, correspondence, and grant proposals
   • Coordinate meetings, workshops, and events by scheduling, preparing agendas, and arranging logistics such as venue booking and catering.
   • Maintain accurate records of program activities, budgets and expenditures.
   • Assist in drafting and editing program communications, including newsletters, website content, and social media updates.
   • Research pricing for supplies and equipment
   • Create and process requisitions, travel arrangements, budget transfers, and check requests for staff, faculty, guests and students
   • Performs a wide variety of typing assignments, which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports and other materials.
2. Project Coordination
   • Collaborate with program staff to facilitate the implementation of various projects and initiatives.
   • Monitor project timelines and deliverables to ensure deadlines are met.
   • Serve as a point of contact for project-related inquiries and coordinate communication between team members and stakeholders.
   • Assists with creating and maintaining frequent publications for community and partners
3. Stakeholder Engagement
   • Respond to inquiries from faculty, staff, partners, and the public in a timely and professional manner
   • Assist in organizing outreach activities to promote program awareness and engagement within the community.

• Build and maintain positive relationships with stakeholders, including government agencies, educational institutions, and community organizations.

1. Financial Administration
   • Support budget management by tracking expenses, processing invoices, and reconciling financial records.
   • Assist in preparing financial reports and grant applications as needed.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Strong organizational and coordination skills.
• Ability to create, compose, and edit written materials.
• Proficiency in Microsoft Office suite and other relevant software applications
• Ability to work independently with minimal supervision and as part of a team
• Ability to manage multiple tasks simultaneously
• Ability to work with diverse faculty, staff, students, and College stakeholders.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Ability to maintain confidentiality of records and information.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain calendars and schedule appointments.
• Records maintenance skills.
• Ability to understand and follow specific instructions and procedures.
• Ability to perform simple accounting procedures.

• Skill in the use of operating basic office equipment.
• Receptionist skills.

SUPERVISORY RESPONSIBILITY:

• This position does have supervisory responsibility.

OTHER DUTIES:

• Perform other related duties as assigned.

QUALIFICATIONS:

• Bachelor’s Degree in Business Administration, Public Administration, Agricultural Sciences, or a related field
• The equivalent of 3 years of experience in administrative support roles, preferably in an educational institution

Licensing and Certifications: NA

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort required.
• No or very limited exposure to physical risk.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal Candidates are Encouraged to Apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.