The Cornell Cooperative Extension Orange County Operations Coordinator will work primarily to provide quality day-to-day coordination of business operational activities for the Association. This position will provide secretarial, clerical, and administrative support to the Program and Administration areas as needed. Responsibilities are diversified including, but not limited to primary receptionist -- receiving and greeting customers/clientele, answering the telephone daily, directing calls to appropriate staff, providing basic information on programs and events, providing overall customer service for the Association.

This position will also serve as the designated individual operating the Association data management programs, Donor Perfect and Volunteer Management System. This position maintains the entering of new and updated customer and account information, preparing report and correspondence, assisting staff with program forms, registration and reports. Will produce financial, registration, and invoices from the data base as needed. Perform technical aspects of accounting data entry and functions according to established procedures and policies working with the supervisor. The Operation Coordinator will monitor the Volunteer Management System training staff and volunteers on usage of system, prepare reports as needed, update periodically. This position represents the Association to the public, community leaders, government officials and Cornell University.

    

Required Qualifications:

Associates Degree or GED/High School Diploma plus 1 year of transferable program/functional experience.Experience relevant to the role of the position.Ability to demonstrate positive customer service skills, good communication skills, and work well in a busy program setting.Ability to plan and organize work responsibilities according to priorities developed with immediate Supervisor.Ability to work with a high degree of integrity, sound professional judgement, and the ability to handle confidential and sensitive information.Ability to follow oral and written instructions and assume responsibility with general guidelines and direction.Demonstrated ability to use a multi-line telephone system.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 relate effectively to staff, visitors, community, and professional leaders. Ability and willingness to work with diverse audiences and maintain cultural sensitivity.Ability to thrive in an open office without walls setting, with occasional to frequent distractions and opportunities to demonstrate positive collaboration amongst staff, visitors, and program participants.  Computer Skill:  High level skills in word processing (Microsoft Word), spreadsheet (Microsoft Excel), database and internet software.  Demonstrated ability to perform advanced MS Excel and database functions including creating, manipulating, reporting, and maintaining electronic spreadsheets and databases. Experience with social media, e.g., Facebook, Constant Contract, Twitter, etc.Ability to meet acceptable motor vehicle standards.Ability to work flexible hours which may include evenings and/or weekends, as appropriate. Demonstrated ability to work independently, and also work as team member.

Preferred Qualifications:

Proficiency in data management and a variety of computer software applications.Bookkeeping experience. 

Responsibilities/Essential Functions:

Administrative Responsibilities:
Direction - 5%

Assist with planning for delegated and assigned administrative functions, reception area, data management systems, mass/social media and staffing needs of the Association. 

Management - 10%

Assist with guiding the delegated and assigned administrative functions of the Association working with Supervisor including, but not limited to bookkeeping, mass media, data management, program/event registration, and general correspondence.Ensure accurate and timely data management communication with Supervisor and program staff.Assist with identifying and reporting to the Supervisor issues or problems that arise in a timely manner. May offer solutions to help ensure program needs are met. 

Coordination/Operation - 80%

With moderate initiative and limited discretion, perform a variety of complex tasks to support the administration of the Association and Program areas which includes, but not limited to distribution of mail, signing for packages from delivery companies, welcome and greet general public, clientele, staff, visitors, and volunteers daily directing them as needed, distribution of Internet messages, and maintain resources that enhance current program goals and meet public needs for information. Assigns and directs program referrals, phone calls, email inquiries to program staff when needed.Duties may include, but not be limited to assisting staff in the day-to-day coordination of program operational activities, secretarial/clerical support with general correspondence, mailings, and assembling materials as needed.Coordinate projects and project tasks to ensure project delivery is within allotted timelines.Develop and maintain regular, ongoing communications pathways using internet, mail, and phone.Create, organize, and maintain filing systems for all programs and keep accurate records of all referrals and contacts.  Work with educators to help coordinate classes, calendar reservations for both the office and park, and participant registrations as back-up when needed.Facilitate the use of multi-line telephone system, answering the telephone on a daily basis directing calls to appropriate staff, program area or voice mail.Relay messages received overnight in voice mail to appropriate staff or program area.Answer phones in a timely manner.Direct calls to appropriate staff.Monitor the message structure on the phone system – updating daily as needed. Train and assist other staff handling the phone system. Assist the supervisor in phone maintenance as needed. Maintain an organized system for handling pertinent information, e.g., class schedules, program events, hotline numbers, etc. in order to respond efficiently to requests from staff and clients.Accurately record all sales, acting as custodian of the Change Fund ($25.00) for any fees attached to resource materials, such as soil testing fee.Serve as designated individual, with Supervisor, as “Point of Contact” for Association Donor Perfect database program and Volunteer Management System.Working with Supervisor, overseeing training of staff and volunteers on the data systems.Track and record pledge and donation payments, issuing correspondence, such as thank you letters, pledge invoices, etc. Provide correspondence for appropriate signatures and then mailing.Work in collaboration with the Finance area to input the GL codes as needed and to process payments from program registration, donors, events, pledge payments, issue refunds as needed.Assist staff in Donor Perfect form set up, including, but not limited to form directions, retrieve information for header/footer information; enter fields, links, etc.; create filters; creating codes as needed; and other reports and fields as needed. Prepare and maintain financial reports including monthly, quarterly, and annual financial reports including, but not limited to registrations, pledges, donations, correspondences, invoices, membership fees and campaign reports.Maintain strict confidentiality of all donor records at all times.Conduct data entry, database maintenance and report production activities.Assist in the preparation and uploading of Constant Contact linked to Donor Perfect database.Prepare invoices and required billing documents for funds owed to the association for supplies, services, programs fees, registration fees, pledge payments and donations.Assist in the preparation of financial reports as needed.Record cash receipts deposits and Donor Perfect account revenue.Prepare internal and external reports for staff, board, and Association as requested.Maintain communication with Supervisor to ensure appraisal of all issues and/or concerns relating to areas of responsibility.Assist with program outreach events as necessary.Serves as backup for Postal Mailing System.Other duties as assigned. 

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.Be aware of, and adheres to, established Cornell Cooperative Extension Association of Orange 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, 40 hours per week, benefits eligible, non-exempt position. Compensation paid at the rate of $26.24 per hour.  Excellent benefits, based on eligibility, including:

Vacation, Sick and Personal timePaid HolidaysNYS Health Insurance Program (including Dental Insurance)NYS RetirementLong-term Disability InsuranceVoluntary Tax Deferred AnnuityVoluntary Flexible Spending AccountsVoluntary Personal Accidental InsuranceVoluntary Legal Plan InsuranceVoluntary Long Term Care InsuranceVoluntary Auto and Homeowner’s InsuranceVoluntary Pet InsuranceVoluntary 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 Orange 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 2, 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 I

Level:

005

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. 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.