Land Grant Program Assistant

JOB PURPOSE:

This 12-month, non-exempt, staff position will provide support and administrative assistance for the Land Grant Program under the Youth Development Program Coordinator. Provides support to all program areas within the Land Grant Program including youth, horticulture, agriculture, natural resources, community need, college student need, and family and consumer science areas. Assists with supervision of student workers and youth participants. Assists with livestock care and feeding when students and Vet staff are not available during holidays, breaks, and summer.

This position description indicates in general the nature and levels of work, knowledge, skills, and abilities. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required or assigned to this position.

JOB DUTIES & RESPONSIBILITIES:

• Assists with scheduling, organizing, and executing Land Grant programming, projects, activities, seminars, workshops, meetings, conferences, including youth camps, community outreach/ education/ services, internship programs, ram project, herd health project, horticulture/ natural resources/ healthy lifestyle/well-being events, agriculture-related programs, family & consumer science programs, etc.
• Maintains TCU Internship handbook and related documents.
• Assists student interns with resume/cover letter writing, and hiring of student interns.
• Ensures payroll is set up for all interns and timesheets are submitted in a timely manner.
• Arranges student intern lodging, travel, and other internship requirements according to internship supervisors.
• Works with internship supervisors in orienting student interns and fulfilling all requirements including driving certificates, security clearances, IT clearances, etc.
• Assists with program survey development, data collection, and evaluation.
• Gathers weekly and final reports, organizes data and presents accordingly.
• Assists student interns with PowerPoint presentation development for annual conference.
• Assists with scheduling, organizing, and conducting youth programs including contacting presenters, ordering supplies, arranging for meals/lodging/transportation, arranging for all activities, etc.
• Assists with recruitment, hiring, and orientation of student interns for youth programs.
• Mentors, chaperones, and supervises youth participants during all programs and camps.
• Assists with updating applications, rules, equipment/supply lists, evaluation methods, policies & procedures, etc.
• Communicates with parents and ensures all required forms are completed and signed.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette. Frequently checks voicemail messages and returns calls.
• Prepares correspondence, reports, minutes, agendas, memos, forms, resolutions, work orders, data reports (graphs, tables, etc.), etc., and communications from drafts, recordings, or verbal instruction as requested. Works with and reviews these documents prepared by team members and student workers.
• Acts as primary liaison for department with visitors, clients, students, and vendors.
• Assists with livestock care and feeding when staff, students and instructors are not available such as during breaks, holidays, and summer.
• Assists with watering in campus greenhouse when staff and students are not available such as during breaks, holidays, and summer.
• Schedules and sets up workshops, camps, outreach activities, rooms, travel arrangements, etc.
• Produces or coordinates the production of material required by department.
• Maintains program and grant financial records.
• Arranges for staff and participant travel and assists with trip reports and submission.
• Assists with grant reports and submission.
• Obtains quotes and estimates for procurement of supplies and equipment, prepares purchase requisitions and memos, and submits completed vendor forms for establishment in Jenzabar.
• Follows up with vendor payments, purchase requisitions, purchase orders, vendor entries, and requests of all other departments.
• Creates and submits receiving reports, interdepartmental invoices, travel documents, etc.
• Processes and submits accounts payable statements, payments, and supporting documentation to finance department for proper accounts.
• Obtains deposits and payments via money orders and cash, issues receipts, and secures payments in safe-keeping. Prepares deposits and payments for the department to the Business Office and maintains documentation accordingly.
• Maintains up-to-date internal account spreadsheets to assist with grant management.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair with other departments.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office supplies, equipment, furniture, etc. for finance department.
• Maintains confidentiality of all privileged information.
• Conduct tours for funders and visiting guests.
• Assists with and conducts recruitment of participants and students for the Land Grant program, projects, and activities by creating/posting flyers, traveling to/meeting students at schools/ campuses/ fairs/ public events, etc.
• Presents at conferences and meetings to help recruit students.
• Submits maintenance, IT, and other departmental work orders.
• Prepares for overnight travel to accomplish the above.
• Assists with supervision of work-study students and volunteers.
• Prepares timesheets, and obtains approval and signatures for submission.
• Performs other duties as assigned by higher authority.

MINIMUM QUALIFICATIONS/REQUIREMENTS:

• Associate's Degree in Business, Administrative Assistant, Family and Consumer Science, or related field.
• Two year Land Grant programming assistance experience is required.
• Public Speaking experience is required.
• Bachelor's degree is preferred.
• Valid state driver's license.
• Must be able to pass background check, with NO prior convictions of any felonies.

KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS:

• Knowledge of applicable federal, state, county and local laws, regulations, and requirements including the New Mexico Veterinary Practice Act, Navajo Nation Animal Control, and FERPA.
• Ability to maintain confidentiality per HIPPA, FERPA, NM Veterinary Practice Act, and privacy act.
• Knowledge of university policies and procedures.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of planning and scheduling techniques.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, Publisher, and PowerPoint.
• Skill in entering purchase requisitions, reviewing purchase orders, and accessing vendor payments.
• Organizing and coordinating skills.
• Database and records management skills.
• Ability to create, compose, and edit written materials.
• Ability to make administrative/procedural decisions and judgment.
• Ability to gather data, compile information, and prepare reports.
• Ability to carry out instructions provided in verbal or written format.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to handle multiple tasks and meet deadlines.
• Ability to communicate effectively in the Navajo and English language.
• Ability to work as a team member in a structured working environment.
• Ability to be respectful of and courteous to all staff, personnel, clients, and students.
• Ability to write reports and business correspondence.
• Ability to organize and express ideas, directions, and data in a logical sequence.
• Ability to present materials effectively to individual students or groups.
• Ability to manage interpersonal conflict situations requiring tact, diplomacy and discretion.
• Ability to work independently and meet strict time lines.
• Ability to oversee the work of students and youth participants.
• Ability to react calmly and effectively in emergency situations.

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee may be required to stand for prolonged periods, walk and sit.
• Use hands for dexterity of motion. Reach with hands and arms, abdominal and lower back muscles.
• Stoop, bend, kneel or crouch.
• Required to climb or balance.
• Have normal auditory, visual acuity, and verbal communications skills.
• The employee must occasionally lift and/or move up to 50 pounds.

WORK ENVIRONMENT:

• Work is generally performed in an office, indoors, and outdoors environment.
• Exposure to dust, chemicals, variances in temperature, bodily fluids, and equipment with moving parts.
• Exposure to various weather conditions, dust, debris and hazards common at sites may occur while performing outdoor duties.
• Tight time constraints and multiple demands are common.
• Evening and weekend work will be required. Extended hours and irregular shifts will be required.

The Navajo Nation Preference in Employment Act applies to all hiring, promotions or transfers of individuals into this position.