This position will serve as the Receptionist/Administrative Assistant for Cornell Cooperative Extension Association Madison County and will provide support to the organization including, but not limited to: answering and managing the phone system and general email correspondence, greeting and directing visitors, receiving program fees, room rental fees and other payments to the Association, database entry, organizing files, storage and supply areas, updating documents, and supporting staff and/or educators as needed. This position will be responsible for the overall clerical support to the Association, adhering to deadlines for reporting and accountability. Assignments include database management; supporting Association meetings, with a focus on board meetings and board records management; filing and organizing materials; creating flyers and brochures; and special projects as assigned.

Area assignments may change based on Association needs and funding availability. This position will also provide support for assigned financial and IT tasks for the Association. This position will represent Cornell Cooperative Extension to the general public, community leaders, and government officials in a professional manner. Will appreciate and embrace diversity in all interactions with clientele, staff, volunteers, and the public.

    

Required Qualifications:

High School Diploma or Equivalent Education.

Two years of experience as an Administrative Assistant.

Strong Customer Service skills and ability to multi-task.

Demonstrated proficiency in writing, editing, and proofreading a variety of materials, including correspondence, reports, and promotional content, with attention to detail and accuracy.

Proficiency with windows-based software including, but not limited to, Adobe and Microsoft Office Suite including MS Word, Excel, Outlook, etc.

Ability to plan and organize personal work responsibilities to initiate, organize, and implement established goals.

Ability to work with a high degree of integrity, sound professional judgment, and the ability to handle confidential and sensitive information.

Ability to communicate effectively through verbal, written, and visual channels using traditional methods and educational tools, as well as electronic technology (e.g., video, audio, computers, etc.).

Ability to work proactively as part of a team with co-workers, advisors, community members, and professional leaders.

Ability and willingness to work with diverse audiences and maintain cultural sensitivity.

Ability to meet travel requirements associated with this position, including a valid state driver’s license.

Ability to work flexible hours which may include evenings and/or weekends, as appropriate.

Preferred Qualifications:

Experience with telephone systems and database management and programs.

Knowledge or ability to learn programs related to website maintenance and newsletter development.

Knowledge of accounting software.

Basic knowledge of IT systems.  Assist with computer setup for new staff and assist with troubleshooting issues as appropriate.

Excellent mathematical skills and ability to make computations quickly, accurately and to translate computations into verbal and written reports.

Creativity; strong working knowledge of design and layout of basic publications; and an eye for professional quality production.

Self-starter with the ability to critically problem-solve and follow through on assigned responsibilities.

Position Responsibilities and Essential Functions

Administrative Coordination/Operation – 95%

Answer telephones and assist or direct calls to appropriate person.

Greet and direct visitors

Maintain/coordinate telephone system to ensure calls are directed appropriately.

Serve as secondary IT contact for the Association, supporting regional IT specialist with local IT updates and troubleshooting.

Receive and document program fees, room rental agreements and other payments to the Association.

Enter data in various computer programs or into online forms and/or systems.

Provide support to maintain room use schedules.

Provide support with all correspondence as needed (writing or editing letters, meeting materials and agendas, etc.).

Record minutes of required meetings and provide meeting materials as needed.

Work with program educators to create program flyers, brochures, educational materials, and other special projects as needed.

Post established content to social media and update website as needed.

Provide support for data entry and reporting as needed to comply with grant requirements.

Provide support for Association Operations as needed, to include:

Assistance with records management including updating and filing documents, maintaining a filing system, and shredding and documentation of disposition as needed.

Assistance with internal communications to keep all CCE staff aware of administrative and program needs of the Association.

Providing support and training to new staff regarding the phone system, mail system, copier, IT system and equipment sign out.

Maintain postage meter and coordinate mailings.

Maintain copier equipment:  order toner and coordinate repairs.

Assist with organizing storage and supply areas as assigned.

Maintain specified Association documents as assigned, including Board of Directors records.

This position will exercise care when utilizing any Association owned property and/or resources while performing position responsibilities

Professional Improvement – 5%

In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan as a means to increase competencies relative to position accountabilities and to address changes and Association priorities.

Participate in all required orientation, training, and/or in-service meetings and trainings as scheduled/required. 

Pursue personal growth through expanding personal knowledge of the total organization and through updating techniques and technical skills relating to the position.

Collaborate in activities that are in general support of Cornell Cooperative Extension including but not limited to attendance at staff meetings, timely reporting of expenses, working with other staff, general marketing of Cooperative Extension programs and perform other duties as assigned.

 Maintain regular and predictable attendance and punctuality.

Health and Safety – Applied to all duties and functions

Support the Association to maintain a safe working environment.

Be familiar with and strive to follow any applicable federal, state, local regulations, Association health and safety policy/procedure/requirement and standard.

Act proactively to prevent accidents/injuries and communicate hazards to supervisors when identified.

EEO/EPO and Policy – Applied to all duties and functions

Conduct all programming and activities in accordance with the Civil Rights Act, Title IX Rehabilitation, Americans with Disabilities Act, and local, state, and regional affirmative action plans.

Appreciate and embrace diversity in all interactions with clientele, staff, volunteers and the public.

Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.

Represent Cornell Cooperative Extension to the public, community leaders, colleagues, volunteers, members of Cornell University faculty and staff, government officials and the general public in a professional manner.

Aware of, and adheres to, established Cornell Cooperative Extension Association of Madison County policies, procedures and Cornell Cooperative Extension Skills for Success.

Contribute to the overall success of the organization by performing all assigned duties in a professional, timely and accurate manner.

At all times act in a professional Customer Service manner including but not limited to business-like demeanor, tactful communications, cooperative, helpful, positive, and receptive manner.

Position Details

This is a part-time (30 hrs/week) , benefits eligible, non-exempt position. Compensation paid in the range of $17.00 - $19.00 per hour.

 

Named one of CNY Business Journal’s Best Places to Work! Come join our supportive and fun work environment. We offer generous paid time off and holidays. Additional benefits based on eligibility, include:

NYS Health Insurance Program (including FREE Dental Insurance)

NYS Retirement

Long-Term Disability Insurance

Total Care Employee Assistance Program (EAP)

Paid Family Leave

Tuition Assistance and opportunities for professional development

Voluntary Tax Deferred Annuity Plan

Voluntary Flexible Spending Accounts

Voluntary Group Universal Life Insurance

Voluntary Personal Accidental Insurance

Voluntary Legal Plan Insurance

Voluntary Long Term Care Insurance

Voluntary Auto and Homeowner’s Insurance

Voluntary Pet Insurance

Voluntary New York’s College Savings Program

     

Please be sure to read the Notice to Applicants found on the Jobs with CCE page:

https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs

 

How To Apply:  Applicants (including current employees of other Cornell Cooperative Extension Associations) must apply online through the APPLY button in this job posting. Current employees of Cornell Cooperative Extension Madison County are considered internal applicants and must apply online through their Workday account which may be accessed here: http://workday.cornell.edu/.  For details on how to apply, visit: https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs/apply

 

Please submit resume, cover letter and references. Consider indicating in your application all information you feel would be helpful for selection committee members to know.   Once the application is submitted you will NOT be able to change your submission or add attachments. Be sure that you have followed all directions and requirements listed in the job posting. 

 

No relocation or VISA sponsorship available.

Please contact Susan McConnell, sh2227@cornell.edu, with questions.

https://ccemadison.org 

  

Job Title:

Association Admin Asst II

Level:

006

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Lori North

Cornell Cooperative Extension is a collaboration among Cornell University, the United States Department of Agriculture, the State of New York, and the residents of New York State.  Per NYS Law, county and regional extension service associations are subordinate government agencies.  This employment opportunity is with the entities listed and not with Cornell University.

Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans, and Individuals with Disabilities. Individuals who bring a diverse perspective and are supportive of diversity are strongly encouraged to apply.

Notice to Applicants: Please read the required Notice to Applicants statement. This notice contains important information about applying for a position at Cornell Cooperative Extension as well as some of your rights and responsibilities as an applicant.