The Association Administrative Assistant provides high-level clerical and administrative support for the overall Association, Agriculture, Consumer Horticulture, Master Gardener, and 4-H Youth Development programs.
Responsibilities include diversified duties such as clerical and/or administrative, word processing, database manipulation, spreadsheet development and desktop publishing to create, edit, format, and produce brochures, reports, office forms, newsletters, directories, and correspondence. Handle general recordkeeping and database management, performing routine data collection and compilation. Prepare various educational materials and coordinate event registration and catered and non-catered events.
Serve as local information technology connection to the Shared Business Network for Cornell Cooperative Extension in Western New York (WSBN). This position will work closely with the WSBN Regional IT staff (WSBN Lead IT Manager and Regional IT Coordinator) to ensure that the technology needs of the County staff are met in a timely and efficient manner.
REQUIRED QUALIFICATIONS
• High School Diploma or equivalent education.
• Experience relevant to the role of the position.
• Ability to meet travel requirements associated with this position.
• Ability to work flexible hours, which may include evenings and/or weekends, as appropriate.
• Ability to clearly communicate (speak, read, and write proficiently) in English.
• Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
• Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Publisher, and Excel.
• Demonstrated ability to create, use, and maintain complex and unique databases of information.
• Ability to plan and organize personal work responsibilities according to priorities developed with immediate supervisor.
• Ability to work with a high degree of integrity, sound professional judgment, and the ability to handle confidential and sensitive information.
• Ability to follow oral and written instructions and assume responsibility with general guidelines and direction.
• 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 effectively participate in professional team efforts.
• Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
• Ability to relate effectively to co-workers, advisors, community, and professional leaders.
• Strong organizational skills and attention to detail.
• Ability to work in a typical office environment which may include lifting, moving, and/or transporting office supplies, work related materials, and equipment with or without accommodation. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions.
PREFERRED QUALIFICATIONS
• Associate's Degree or technical/vocational school degree in business and/or secretarial science and 3 years of relevant experience.
• Knowledge of accounting and record-keeping procedures for Extension programming.
• Familiarity with NYS Archives Department requirements.
• Knowledge of marketing for an organization and social media business communication such as Facebook, Twitter, Instagram.
• Proficiency with Adobe products such as Acrobat, InDesign, Photoshop, and Illustrator.
• Experience with web site maintenance and development.
ESSENTIAL FUNCTIONS
Administrative Coordination/Operation - 95%
General Association Support:
• Assist staff in day-to-day coordination of business operational activities following standard operating procedures for efficient business operations.
• Maintain pleasant relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence.
• Greet and welcome on-site visitors and guests as soon as they arrive at the office.
• Answer incoming telephone calls, determine the purpose of callers and forwards calls to appropriate staff or department.
• Check voice mail and return messages, check association e-mails, and respond or forward to appropriate educator as needed.
• Maintain pleasant and responsive relationships with the public and staff.
• Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.
• Maintain office security by following safety procedures and controlling access to working areas.
• Produce (develop, edit, format, and publish) word processing documents including but not limited to letters, newsletters, newspaper/radio releases, general program advertising, and reports.
• Create and maintain organized and up-to-date files and database(s) for Association and programs.
• Effectively utilize Microsoft Access and/or other software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation.
• Process and maintain class and special event registrations and monies as per established policy.
• Provide administrative support for monthly staff meetings via preparation of announcements and agendas, recording and typing of meeting minutes, tracking action items, implementation of follow-up activities and maintaining necessary documentation/files.
• Coordinate tasks and small projects to keep action items on time and complete.
• Schedule and coordinate meetings, appointments, travel, and special events as needed.
• Coordinate refreshments, room set-up and clean-up for meetings and events.
• Coordinate telephone/video conferencing, as necessary.
• Provide administrative support for monthly staff meetings via preparation of announcements and agendas, recording and typing of meeting minutes, tracking action items, implementation of follow-up activities and maintaining necessary documentation/files.
• Maintain and reconcile Association leave accruals and records in accordance with established policy and procedures.
• Conduct background and MVR checks via established protocol, as necessary.
• Serve as Association point of contact for a variety of office equipment including copiers, telephone & fire system; monitor website and server for current status and maintenance. Troubleshoot and identify operational problems, issues, concerns, and possible solutions. Under guidance from supervisor, take appropriate corrective action.
• Maintain appropriate inventory of office supplies. Communicate needs and make recommendations for the purchase of supplies. Place orders as appropriate according to established procedure.
• Maintain phone system including appropriate outgoing messaging, assisting staff and volunteers with basic phone use, transferring, setting up voicemail, and act as liaison with county helpdesk for maintaining system, staff names and extensions.
• Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures.
• Maintain confidentiality of all information and data collected.
• Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board, and others as requested.
• Transport self, supplies, materials, and/or resources as necessary to perform position responsibilities.
Marketing/Communication:
• Support educator staff with preparation of program brochures and fliers as well as general Association brochures and displays with Executive Director and/or supervisor guidance.
• In coordination with staff, respond to general requests for information about CCE programs, activities, and grants in the community.
• Maintain and update website(s) and/or social media content to ensure current and timely news and information.
Financial Operations:
• Perform accounting functions according to association policy (FORM codes) including, but not limited to:
A/P vouchering/entry into accounting software.
Enter A/R into accounting software.
Process checks after proper authorization and verification with appropriate staff.
Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher.
Cash receipts entries, bank deposits and withdrawals, accounts receivable invoices.
Vouchers for cash disbursements and accounts payable entry.
• Make bank deposits as needed.
Board of Director and Committee Support:
• Assist in providing administrative support to the Board of Directors and Extension Foundation as appropriate (i.e., schedule meetings, send meeting reminders, prepare board agenda, prepare board packets, prepare meeting minutes, provide all on-going and annual support to the board).
• Assist with communication to Board of Directors and committees to set-up meetings, follow-up on requests and provide general reports and information.
• Update and prepare resources and materials for board of director meetings and committees under guidance and oversight from Executive Director and/or Board President.
• Update and prepare resources for annual board orientation under guidance and oversight from Executive Director and/or Board President.
Association Technology Support (IT Contact):
• Serve as a liaison between county Association staff, WSBN Lead IT Manager, WSBN IT Coordinator, and/or Cornell University IT.
• Assist WSBN Lead IT Manager and WSBN IT Coordinator in maintaining Association technology inventory and database. Includes assisting with the collection and transmitting necessary/required information for new devices, equipment, etc. and reporting/transmitting changes to
Association equipment to IT Lead.
• In consultation with WSBN Lead IT Manager and WSBN IT Coordinator, assist with purchasing, installation, and updating staff/office computers.
• Assist Association staff and/or SBN Lead IT Manager and WSBN IT Coordinator with installation, updates, and maintenance of software related to Association printers.
• Assist Association staff and/or SBN Lead IT Manager and WSBN IT Coordinator with installation, maintenance, and updating software related to networking equipment.
• Assist Association staff and/SBN Lead IT Manager and WSBN IT Coordinator with installation, maintenance and/or updating of general user software as needed/required. (Example: Anti-virus software, Adobe Acrobat, java, Office Suite).
• Contact for rebooting network router if/when needed.
• Assist Association in maintaining computer security standards according to Cornell University Policy. (Examples: enforce password protection and discourage password sharing, keep anti-virus software up-to-date)
Professional Improvement and Other Duties as Assigned - 5%
• In cooperation with the Supervisor, jointly develop and pursue a professional development plan as a means to increase competencies relative to position accountabilities and to address changes in programming and association priorities.
• Participate in all required orientation, training, and/or in-service meetings and training 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.
• Carry out assignments and other duties as assigned by supervisor, including but not limited to local fairs, community activities, etc.
• 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 other duties as assigned.
• Maintain regular and predictable on-site attendance and punctuality.
Health and Safety - Applies to all duties and functions
• Support the association to maintain a safe working environment.
• Be familiar 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 - Applies 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 policies, procedures, and Cornell Skills for Success.
• Contribute to the overall success of the organization by performing all assigned duties in a professional, timely, and accurate manner.
• Maintain regular and predictable attendance and punctuality.
• 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.
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POSITION DETAILS
Full-time, non-exempt position, scheduled to work 40 hours per week.
Based from the Rochester, NY office.
Onsite work requested. Not eligible for remote or hybrid scheduling.
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COMPENSATION and BENEFITS
$22.00 to $23.00 per hour commensurate with knowledge, skills, experience, and abilities.
Excellent benefits, based on eligibility, including:
Vacation, Sick and Personal time
Paid Holidays
NYS Health Insurance Program (including Dental Insurance)
NYS Retirement
Long-term Disability Insurance
Voluntary Tax Deferred Annuity
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
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APPLICATION DEADLINE EXTENDED
Review of applications will begin immediately. Position may remain open for applications until satisfactory pool has been identified.
Contact Kimberly at wsbn-recruiter@cornell.edu with questions.
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HOW TO APPLY
Upload *ALL* documents (PDF or MS Word format) at the beginning of the application process. This allows the system to pre-fill the application and saves you time.
To be considered all applicants are requested to:
(1) Complete all sections of the Online Application
(2) Upload/attach a Cover Letter
(2) Upload/attach a Resume
(4) Upload/attach contact information for 3 Professional References
READ THE APPLICATION INSTRUCTIONS BELOW
External Applicants (including current employees of other CCE offices): Submit application materials via the "APPLY" button located within this job posting. Please refer to Applying for a Job (External Candidate for additional guidance.
Internal Applicants (current employees working at this CCE office): Apply via Workday under the "Career, Talent and Performance" section.
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The Association may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform the essential functions of their job. If you require an accommodation so you may participate in the selection process you are encouraged to contact the recruiter listed above.
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No relocation or VISA Sponsorship available.
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Job Title:
Association Admin Asst IILevel:
006Pay Rate Type:
HourlyCompany:
Contract CollegeContact Name:
Kimberly AmeyCornell 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.