Land Grant Program Assistant

This is a 12-month, non-exempt, staff position that provides support and administrative assistance for the Land Grant Program under the Youth Development Program Coordinator. The successful candidate will provide 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.

• Assist 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.
• Maintain TCU Internship handbook and related documents.
• Assist student interns with resume/cover letter writing, and hiring of student interns.
• Ensure payroll is set up for all interns and timesheets are submitted in a timely manner.
• Arrange student intern lodging, travel, and other internship requirements according to internship supervisors.
• Work with internship supervisors in orienting student interns and fulfilling all requirements including driving certificates, security clearances, IT clearances, etc.
• Assist with program survey development, data collection, and evaluation.
• Gather weekly and final reports, organize data and present accordingly.
• Assist student interns with PowerPoint presentation development for annual conference.
• Assist with scheduling, organizing, and conducting youth programs including contacting presenters, ordering supplies, arranging for meals/lodging/transportation, arranging for all activities, etc.
• Assist with recruitment, hiring, and orientation of student interns for youth programs.
• Mentor, chaperone, and supervise youth participants during all programs and camps.
• Assist with updating applications, rules, equipment/supply lists, evaluation methods, policies & procedures, etc.
• Communicate with parents and ensure all required forms are completed and signed.
• Welcome visitors, determine nature of business, and announce visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Answer incoming telephone calls, determine purpose of calls, and forward calls to appropriate personnel or department, ensuring professional telephone etiquette. Frequently check voicemail messages and return calls.
• Prepare 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. Work with and review these documents prepared by team members and student workers.
• Act as primary liaison for department with visitors, clients, students, and vendors.
• Assist with livestock care and feeding when staff, students, and instructors are not available such as during breaks, holidays, and summer.
• Assist with watering in campus greenhouse when staff and students are not available such as during breaks, holidays, and summer.
• Schedule and set up workshops, camps, outreach activities, rooms, travel arrangements, etc.
• Produce or coordinate the production of material required by department.
• Maintain program and grant financial records.
• Arrange for staff and participant travel and assist with trip reports and submission.
• Assist with grant reports and submission.
• Obtain quotes and estimates for procurement of supplies and equipment, prepare purchase requisitions and memos, and submit completed vendor forms for establishment in Jenzabar.
• Follow up with vendor payments, purchase requisitions, purchase orders, vendor entries, and requests of all other departments.
• Create and submit receiving reports, interdepartmental invoices, travel documents, etc.
• Process and submit accounts payable statements, payments, and supporting documentation to finance department for proper accounts.
• Obtain deposits and payments via money orders and cash, issue receipts, and secure payments in safe-keeping. Prepare deposits and payments for the department to the Business Office and maintain documentation accordingly.
• Maintain up-to-date internal account spreadsheets to assist with grant management.
• Maintain and operate office machines, equipment, and computers. Perform or coordinate general maintenance and repair with other departments.
• Photocopy, collate, distribute, and file documents.
• Transmit outgoing faxes, and retrieve, log, and distribute incoming faxes.
• Maintain inventory of office supplies, equipment, furniture, etc. for finance department.
• Maintain confidentiality of all privileged information.
• Conduct tours for funders and visiting guests.
• Assist with and conduct 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.
• Present at conferences and meetings to help recruit students.
• Submit maintenance, IT, and other departmental work orders.
• Prepare for overnight travel to accomplish the above.
• Assist with supervision of work-study students and volunteers.
• Prepare timesheets, and obtain approval and signatures for submission.
• Perform other duties as assigned by higher authority.

• 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 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.

• 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 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.