The Association Administrative Assistant provides a high level of clerical and administrative support for Peconic Dunes 4-H Camp including customer service, marketing, program support, user group arrangements, alumni relations and fund-raising.
Responsibilities include camper registration and family communication, reception, data collection, record-keeping, photocopying, word processing, spreadsheet preparation, supply and materials ordering and other administrative tasks as assigned.
Maintain pleasant relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence.
Schedule and coordinate meetings, appointments, travel and special events as needed.
Produce (develop, edit, format and publish) word processing documents including but not limited to letters, newsletters, routine correspondence, brochures, labels, forms, certificates, etc. utilizing desktop publishing software.
Assist with the preparation, distribution, proofreading and mailing of brochures, newsletters, event flyers, certificates, and other promotional materials.
Process camper registrations and session and cabin assignments; follow-up with families to obtain missing or incomplete information; communicate information to families and camp program staff ensuring accuracy, security and confidentiality of all data and information.
Process requests from user groups for camp rentals and special event/programs per established policies
Assist with fund-raising efforts and camp alumni outreach and relations.
Create and maintain organized and up-to-date files and database(s) for program and related administrative areas.
Facilitate ordering of supplies, materials and services as needed.
Maintain up-to-date inventory of supplies and materials as directed.
Assist with preparation of program support material as requested by camp program staff.
Oversee daily mail collection and distribution.
Operate basic office equipment including copiers, computers, calculators, and other office equipment deemed as necessary. Trouble-shoot minor problems utilizing user/operation manuals and/or may call for more complete repairs.
Identify operational problems, issues, concerns, and possible solutions. Under guidance from supervisor, take appropriate corrective action.
Collaborate with administrative staff to provide general office and reception coverage as necessary/required.
Ensure confidentially of all information and records at all times.
Participate in team decision-making activities.
Professional Improvement: 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 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 other duties as assigned.
Health and Safety: Applied 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: 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.
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 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.
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.
Specify required minimum equivalency for education, experience, skills, information systems knowledge, etc.
High School Diploma or equivalent education.
Experience relevant to the role of the position
Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.
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 clientele and co-workers.
Ability to meet travel requirements associated with this position.
Ability to meet acceptable background check standards.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Specify preferred specialized education, field and/or certifications.
Associate's Degree or technical/vocational school degree in business and/or secretarial science and 3 years of relevant experience.
Knowledge of 4-H Youth Development programs and other CCE programs.
Equal Opportunity Employment: Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans, and Individuals with Disabilities.
This is a non-exempt, full-time position, 40 hours per week. Excellent benefits, based on eligibility, including paid holidays, vacation, sick and personal time, health and dental insurance, Retirement, Disability Insurance and more.
HOW TO APPLY:
Review of applications will begin immediately. Position will remain open until November 1, 2017.
Applicants need to attach/upload a cover letter, resume and three (3) references to the online application in either Microsoft Word or PDF format. In the
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