Administrative Assistant - Urban Agriculture at Kentucky State University in Frankfort, Kentucky

Job Description:

TITLE: Administrative Assistant for Urban Agriculture/CEA Lab
DEPARTMENT: College of Agriculture, Health and Natural Resources
REPORTS TO: Principal Investigator 
CLASSIFICATION: Staff-12 months
EFFECTIVE DATE: TBD
STANDARD WORK HOURS: 37.5 hours per week
EMPLOYMENT STATUS: Full-Time 
EMPLOYMENT CLASSIFICATION: Non-Exempt 
JOB SUMMARY: Administrative Assistant, under the direct supervision of the Principal Investigator, performs a variety of secretarial duties to support Land-Grant research and Extension projects. Supports the Principle Investigator by making travel arrangements and assists on travel documents, interacts will other university offices for potential research collaborations , submits documents to various university offices on behalf of the PI in maintaining calendar, obtains vehicles for road travel for research and extension work, assists in requisition entries in Banner, processes relevant KSU forms, performs data entry, and establishes and maintains records. Enters data, drafts, edits, revises, and prints letters, tables, reports, and other materials for the Urban Agriculture/ CEA Lab. The candidate will be also responsible for mentoring undergraduate students through their research and activities related to the lab. The candidate will be responsible for ordering any materials or equipment needed by the lab.  
ESSENTIAL JOB FUNCTIONS: 

Supports the Urban Agriculture/Controlled Environment Agriculture Lab as it relates to Land-Grant research and extension projects

Make travel arrangements and assists on travel documents, and assigns vehicles to travelers

Research pricing for supplies and equipment, creates and processes requisitions

Performs a wide variety of typing assignments which are sometimes confidential in nature; personal computer operates to enter data, draft, edit, revise, and print letters, tables, reports, and other materials.

Daily interactions with undergraduate research assistants, staff engaged in Urban Agriculture /CEA lab.

Creates and distributes correspondence, reports, and other documents

Assists with creating and maintaining frequent publications such as factsheets for research for community and partners

Performs data entry and maintains files, database, and record retention

Maintains budgets and accounts

Creates and processes requisitions, travel arrangements

Assist in hiring and orientation for undergraduate research assistants

Run meetings for both undergraduate and graduate students

Assist in providing feedback for weekly reports from both Grad and Undergrad students

Enters requisitions in Banner and tracks purchase orders and payments of invoices.

Travel with graduate and undergraduate students for conferences and other professional development events.

Be able to review both graduate and undergraduate works such as thesis, capstone

Performs other duties as assigned

  
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Organizing and coordinating skills.

Ability to create, compose, and edit written materials.

Ability to work with diverse faculty, staff, students, and College stakeholders.

Knowledge of supplies, equipment, and/or services ordering and inventory control.

Word processing and/or data entry skills.

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 not have supervisory responsibility. 
  
OTHER DUTIES: This position will conduct other duties as assigned.  
QUALIFICATIONS: Education: Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field.
Experience: Prior experience in a similar role within higher education.
Skills: Advanced skills in using Microsoft Office Suite and familiarity with project management software (e.g., Asana, Trello). 
WORKING CONDITIONS: 
Environment: The work is primarily performed in an office setting with a standard work schedule. Occasional overtime may be required to meet deadlines or assist with events.
Physical Effort: The role involves sitting for extended periods, using office equipment, and occasionally lifting supplies and materials up to 25 pounds. Some walking, standing, and bending may be required.
Travel: Minimal travel may be required, primarily for attending meetings or events within the local area. Internal Candidates are Encouraged to Apply

  

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   

  

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.
   
 
 

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