The task of administration is to guide and direct an administrative process that allows the full participation of other members in the system. Administration is both an art, which involves many tasks and technical and human elements, and a science, which involves proven procedures useful for carrying out administrative duties. There are many components of good administration.
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Key Responsibilities of an Agricultural Extension Administrator
1. Planning: Planning is an important task of an administrator. It involves getting ready to carry out the job. In the first place, targets to be accomplished within a specific time frame must be set. Such performance objectives are set with reference to activities to be undertaken, where the activities will be executed, what each activity will accomplish, and how much of each activity can be successfully carried out during the plan period.
2. Budgeting: The next task under planning is budgeting. The administrator has the opportunity to influence the budget of the agency. Ideally, input into the next year’s budget is made by all levels of the organization, right from the lowest level. The budget must state the amount of funds needed by each department or unit, specifying amounts according to uses.
The most usual types of budget include separate line items for salaries, travel, equipment, buildings, and vehicles. Program budgets, which cover specific program objectives, are common these days. It is ideal to involve all subordinate administrators in budget-making.
3. Scheduling Work: The third task for the administrator is to prepare a work schedule that outlines what is to be done month by month, noting the individuals to be involved. This arrangement makes supervision easy.
4. Managing Information Flows: The fourth task is to establish plans for adequate information flows. An extension administrator must stay updated on events in the organization and within society. They should be familiar with the duties of each worker, the problems faced, and the farmers’ situations.
Methods of collecting and processing relevant information include weekly, monthly, or quarterly reports, studies, field visits, and staff meetings. Good information flow allows the organization to be effectively integrated and to operate from day to day.
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Daily and Weekly Responsibilities of an Agricultural Extension Administrator
The tasks of the administrator also include duties that must be performed daily or weekly. These tasks of execution are eight:
1. Assigning Tasks to Staff Members: A good administrator places each staff member in a job for which they are well qualified. It is important to consult other staff members before assigning tasks.
2. Supervising Personnel: Direct supervision is necessary to ensure that workers perform efficiently. Supervision is often delegated to others who inform the administrator about what each worker is doing.
3. Authorizing Expenditures: Expenditures must be approved. How best to use the available funds allotted in the budget should be determined.
4. Maintaining Physical Facilities: All physical facilities should be accounted for in terms of availability, proper storage, and functionality.
5. Resolving Conflicts: Conflicts that occur between individuals in the organization must be promptly resolved. Conflicts may also occur between subordinate units.
6. Revising Programs: Programs may need revision to meet new situations. Modifications to work plans can be made as required.
7. Assessing and Reporting Progress: Work accomplishments should be assessed annually or periodically. It is important to regularly submit written reports of program activities.
8. Recruiting and Promoting Employees: Administrators are often involved in replacing staff or recruiting new ones when vacancies exist. Appropriate disciplinary measures may be taken when necessary.
These essential tasks ensure that an agricultural extension organization functions efficiently and meets its goals.
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Frequently Asked Questions
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