The Hudson Valley Catskills Welcome Center & Taste NY Assistant Manager provides a high level of clerical and administrative support for the Hudson Valley Catskills Welcome Center and Taste NY market at the Woodbury Common Premium Outlets in Central Valley, New York, and related pop-up markets, using moderate initiative and discretion in performing a substantial amount of highly complex tasks to support the NYS Department of Agriculture & Markets funded project, its program staff, visitors, and the Market Manager. The position encompasses a variety of responsibilities, ranging from administrative tasks to technical support and operational management including: providing complex technical, clerical, facilities, and administrative support to supervisor and program staff, managing shift scheduling, completing market sales and facilities maintenance, processing vendor information including inventory management and purchasing, operating/managing IT and Point of Sale systems and maintaining safe and POS cash controls while communicating and troubleshooting with IT contacts and Empire State Development (ESD), implementing strategic social media marketing, coordinating advertisements, writing and editing copy, developing spreadsheets, handling desktop publishing tasks, such as creating, editing, formatting, and producing reports, forms, directories, and correspondence, preparing various educational materials, coordinating events, both catered and non-catered, managing routine tasks and providing guidance to market staff, transporting inventory from the warehouse to market sites, delivering excellent customer service, arranging, organizing, and supporting facilities access for landlords, vendors, staff, and visitors. Providing general customer service and reception to the Welcome Center, and a general understanding of Taste NY products and regional agritourism resources are central to the role. They are responsible for assisting with the guidance of public informal education, personnel, product merchandising, business processes, and results for the Taste NY project. The Operations Coordinator plays a key role in supporting the development, direction, and motivation of the Market team to provide informal education about NYS farmers and producers, excellent customer service, generating sales, minimizing losses, and maintaining the store's visual appeal and cleanliness. Required Qualifications: + Associate’s Degree or Equivalent Education. GED/High School Diploma plus 1-year transferrable program/functional experience may substitute. + Experience relevant to the role of the position + Must be able to drive personal or Association vehicle for pick-up a nd delivery of product from the warehouse to the Woodbury Commons Market (hand-cart or dolly may be used for t ransportation purposes – no heavy equipment use required). + Proficiency in Windows-based software, including Microsoft Office Suite (Outlook, Word, PowerPoint, Publisher, and Excel). + Experience using social media platforms, particularly Facebook, Instagram, and YouTube. + Ability to prioritize and organize work responsibilities in collaboration with the immediate Supervisor. + Demonstrated integrity, sound professional judgment, and the ability to handle confidential and sensitive information. + Ability to follow oral and written instructions and take responsibility with general guidelines and direction. + Effective participation in professional team efforts. + Ability and willingness to work with diverse audiences while maintaining cultural sensitivity. + Ability to effectively manage an informal, education-based retail environment, ensuring positive public educational and customer service experiences. + Strong communication skills, including clear and tactful verbal, written, and electronic communication in English. + Regular travel requirements associated with the position. A valid NYS driver's license and acceptable driving record for agency insurance coverage are required. + Flexibility to work varied hours based on the Market schedule, including early mornings, nights, weekends, and holidays. + Ability to work in a retail setting, including maneuvering around the sales floor, stockroom, off-site storage, and office, operating point of sale register, office computer, and other equipment. + Ability to frequently lift, move, and transport 20-50 pounds of Market products, supplies, and equipment with or without reasonable accommodation. + Ability to organize, manage, and prioritize multiple tasks, deadlines, requirements, and priorities to complete work in a timely manner and meet established deadlines. Preferred Qualifications: + Experience working effectively in collective team efforts. + Ability to identify and utilize local community resources. + Proficiency or basic experience using Adobe Creative Cloud and Canva. + Experience in marketing local agricultural products, retail food sales, and promoting agri-tourism. + Knowledge of basic marketing strategies, advertising, and product distribution. + Experience in purchasing, storing (inventory), and marketing local agriculture and/or retail food products. + Experience in local food display, merchandising, sales, and promoting agri-tourism. + Experience working directly with farmers and artisanal manufacturers. + Familiarity with basic financial records of sales and marketing trends. + Demonstrated problem-solving abilities. + Ability to manage inventory, collect recommendations, and identify top-selling products. + Proficiency in utilizing market and communication apps, QR codes, and other retail-related technologies. Responsibilities/Essential Functions: Administrative Responsibilities: Direction – 15% + Participate actively in administrative and program team discussions, providing administrative knowledge-based input into the development of policies and procedures including but not limited to the use of technology, data and POS systems and evaluation systems. + Contribute actively to administrative portions of planning, evaluation protocols for the project, organizing systems for newly emerging program strategies and revisions of existing program, specifically relative to the use of the administrative systems to collect, track and report data. + With moderate initiative and discretion, anticipate and plan for delegated and assigned administrative functions in marketing, mass and social media marketing efforts. + In collaboration with supervisor and program staff, draft annual and monthly social media marketing plans following the established annual marketing priorities and supplementing content based on an assessment of historical marketing and sales data, current marketing and sales trends, and curate aligned content and disseminate through approved channels. + Collaborate with supervisor to plan the administration of the Hudson Valley | Catskills and Taste NY Market at Woodbury Common Premium Outlets and regional pop-up markets. + Assist in planning program activations and establishing relationships with new partners to develop effective strategies for program goals and initiatives. + Contribute to the development of brand awareness for Taste NY and related projects. + Assist in planning Market staffing needs. + Assist in the development processes and procedures for successful project implementation. + Recommend staff development training. + Plan the delivery of educational programs for producers and consumers through various methods. Management – 15% + Assist with internal cash controls, including counting/balancing safe and register, bank deposits, issuing/reconciling receipts. + Review, assess, and verify the completeness, accuracy and timeliness of all sales data and payments received. + Perform tasks related to supervisory responsibility including coaching and support as well as performance management, etc. + Assist with regular staff scheduling. + Provide guidance and oversight to staff and on facilities maintenance and housekeeping chores. + Ensure security and confidentiality of payment data and information. + Identify operational problems, issues, concerns, and possible solutions and collaborate with Supervisor to take appropriate corrective action. + Give guidance and oversee completion of staff entries into store logs and/or equipment journals. + Assist with onboarding new staff on navigating relevant administrative policies, procedures, technology systems, and guiding principles through orientation and ongoing support. + With moderate initiative and discretion, guide the delegated and assigned administrative functions in marketing, mass and social media marketing efforts. + Review, assess, and verify the completeness, accuracy, and timeliness of enrollment data and payments. + Ensure the security and confidentiality of enrollment, registration, and payment data. + Identify operational problems, issues, concerns, and possible solutions, collaborating with the Supervisor to take appropriate corrective action. + Guide delegated and assigned administrative functions in marketing and mass and social media marketing efforts. Coordination/Operation – 65% + Answer all general inquiries and correspondence in a timely manner from general email account, phone, voicemail, social media direct messages and comments, website, and mail using generic (pre-determined) responses or forward to appropriate staff for follow up. + Screen, respond to and assist constituents via phone calls, email, and written correspondence. + Update participant promotional materials for all programs as needed based on Supervisor direction and prepared program materials. + Assist program leadership to maintain trust-based working relationships with racially and culturally diverse participants, partners, community organizations and other key stakeholders in order to gain support for administrative work and communications with the community. + Schedule and coordinate staff schedule, meetings, appointments, travel, and special events as needed. + Operate and train staff on POS software, inventory management policies and procedures. + Produce (develop, edit, format, and publish) word processing documents including but not limited to letters, newspaper/radio releases, and reports. + Assist with the preparation, distribution, proofreading and mailing of marketing materials. + Create and maintain organized and up-to-date files and database(s) for program and related administrative areas. + Effectively utilize software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation. + Process and maintain vendor information. + Maintain up-to-date inventory of all facilities, Taste NY market, and office supplies. + Operate/maintain basic office equipment including Point of Sale, copiers, computers, calculators, postage meters; and other office equipment deemed as necessary. Trouble-shoot problems and coordinate more complete repairs. + Coordinate and maintain scheduling of Welcome Center and Taste NY events. Review the calendar daily. + Coordinate refreshments, room set-up, and clean-up for meetings and events. + Gather information requested by Board Members, Administrative Team, Market Manager, and Executive Director. + Provide administrative support to Administrative Team and Market Manager on confidential matters. + Assist in operational communications with NYS Department of Ag and Markets, Empire State Development (ESD), Simon Properties, and 3rd party contractors according to established procedures. + Provide administrative support to Human Resources Function, as needed. + Provide administrative support to Marketing Function, as needed. + Provides Administrative support to Finance during contract and budget process. + Coordinate effective marketing strategies to promote programming efforts through various channels such as print media, news media, social media, and multimedia. + Coordinate with external vendors for pop-up markets. + Organize and coordinate implementation efforts, planning, and activities related to Welcome Center programming, both interior and exterior spaces. + Collect evaluation and program needs assessment data from program participants, following existing evaluation guidelines. + Draft record keeping, data management, and program reporting as required by the Association and contract requirements. + Coordinate with staff to maintain inventory and collaborate with partners to track sales and procure products based on season, geography, and sales trends. + Generate detailed reports on sales. + Interface with vendors to collect data for contract reporting requirements and program assessment. + Regularly lift, move, and transport products, supplies, and equipment to/from storage, pop-up events, or other locations as needed. + Receive incoming deliveries and management logistics of off-site storage location, transport product to store from warehouse (driving is required). + Coordinate inventory; monthly shrink records and physical inventory. + Assist in cash and off-site errands. + Support program staff to ensure the timely delivery of inventory invoices and purchase orders in preparation for accounting department. + Following procedures, coordinate the purchase of concession items, consumables, and janitorial goods. + Submit expense reports in a timely fashion for monthly reimbursement. + Provid e routine clerical and retail market service, acting in the capacity of cashier, stock clerk, utility clerk. + Provide routine support to program staff , program partners, SBN IT Lead, and Program Director to analyze IT, electronic problems, and mechanical issues at facility. + Coordinate repairs on programs or machinery with appropriate vendors. Equipment includes but not limited to: multi-line phone, cash register, waterfall, interactive displays and technology. + Assist in onboarding new staff and volunteers, providing orientation and ongoing support on administrative policies, procedures, technology systems, and guiding principles. 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. + Collaborate in activities that are in general support of Cornell Cooperative Extension and perform other duties as assigned. 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 + 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. + Aware of, and adheres to, established Cornell Cooperative Extension Association of Sullivan 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. This is a full time, 37.5 hours per week, benefits eligible, non-exempt position. Compensation paid at the rate of $23.52 per hour. 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 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 Sullivan 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 All applicants are requested to submit a cover letter, resume and indicate three individuals who may be contacted as a reference. Please 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. All applications must be received on-line by January 30, 2025. Position closing dates may change based on Association needs. No relocation or VISA Sponsorship available. 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. For additional questions or if you require an accommodation so you may participate in the selection process you are encouraged to contact Leah Cadwallader, Regional Human Resources Manager, e-mail LC267@cornell.edu or (845) 340-3990x314. Job Title: Association Operations Coordinator II Level: 004 Pay Rate Type: Hourly Company: Contract College Contact Name: Leah Cadwallader 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 (https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs) . 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.