This position will serve as the Executive Assistant and Office Coordinator for Cornell Cooperative Extension Association of Jefferson County and will provide administrative direction, management and coordination for assigned Office Operations responsibilities. This position will be responsible for the coordination and implementation of the Volunteer Involvement Policy (VIP) and procedures for the Association to ensure compliance and best practice recommendations are realized, including: training staff, supporting the process, record-keeping, etc. This position will hold the title of Records Management Officer and will be responsible for ensuring record retention recommendations are implemented, process FOIL requests as needed, ensure historical data and records are maintained, train staff as appropriate, etc. This position will be responsible for the coordination of submission of data in Cornell Cooperative Extension's Federal Reporting System per established reporting procedures and timelines. This position will provide a moderate level of executive support for the Association Executive Director and will exercise sound judgement, discretion, confidentiality and knowledge of the Association operations and procedures in all position responsibilities. This position will support the Association Board of Directors in Board functions as appropriate. This position will coordinate special projects (i.e. Annual Meeting), as well as other administrative support responsibilities to include, but not limited to: maintaining/updating Association website and Facebook Page; reviewing program area brochures, flyers, newsletters and articles for content/required statements, use of logo, etc.; and providing support for Association marketing efforts as identified. This position will supervise assigned Association Administrative Assistants as identified.
IMPORTANT INFORMATION FOR APPLICANTS:
PLEASE READ BEFORE APPLYING
All applicants must apply by close of business on November 30, 2017 to be considered for this position. All applicants must complete an application packet, which includes: cover letter, resume and three (3) references.
All External Applicants (including applicants currently employed by Cornell Cooperative Extension in Associations other than the Association advertising this career opportunity) must submit his/her application materials via the "APPLY" button located within this job posting.
All Internal Applicants (current employees working for the Association advertising this career opportunity) must apply online via his/her Workday account, which may be accessed here: http://workday.cornell.edu/.
Please contact Jane Pearson, Association Regional HR Coordinator at 315-788-8450 with questions.
This position is a full-time non-exempt position - 100% FTE, 40 hours per week. The hourly rate for this position is $15.50. This position, based on eligibility, offers a comprehensive benefit package, to include: health and dental insurance, retirement, vacation, sick and personal leave.
Associate's Degree or Equivalent Education (GED/High School Diploma and 1 year transferrable program/functional experience).
Experience relevant to the role of the position.
Valid NYS Driver's License and the ability to meet travel requirements associated with this position.
Ability to meet acceptable background check standards (DMV and criminal background checks).
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Demonstrated ability to develop and maintain work plans for groups of people.
Demonstrated ability to work independently and to initiate, organize, and implement established program goals.
Demonstrated ability to work effectively with people of varying ages and socioeconomic and ethnic backgrounds.
Demonstrated ability to work effectively with co-workers, customers, volunteers and community leaders.
Demonstrated ability to manage multiple priorities and deadlines.
Demonstrated effective and professional oral, written, and visual communication skills.
Demonstrated ability to exercise sound judgement and maintain a high level of confidentiality when required.
Demonstrated ability to utilize technology in position duties (i.e. proficient in Microsoft Office applications, PhotoShop, FileMaker, website development and maintenance, social media.
Direction - 10%
Assist with planning for delegated and assigned administrative functions for the Association.
Assist with planning for the Association's marketing, mass media efforts and/or staffing needs.
Make recommendations to the Executive Director concerning best practices and efficient operations regarding support tasks and related work plans.
Management - 20%
With moderate initiative and discretion, guide the delegated and assigned administrative functions for marketing, mass media efforts and/or staffing needs.
Assist with guiding the administration of the overall Association needs.
Assist and advise with training administrative staff as needed.
Serve as the Records of Management Officer and ensure that record retention recommendations are implemented and ensure that historical data and records are maintained.
Provide oversight of records and communicate with staff as needed to ensure that all required documents are in place in regards to the VIP.
Serve on the Administrative Management Team.
Provide management (including recruitment and selection) and supervision (including guidance, performance feedback and annual performance reviews) to designated staff in accordance with established policies, procedures and protocol, and provide regular staffing updates to the Executive Director as required.
Manage the requirements of Cooperative Extension's Federal Reporting System to ensure compliance with established procedures and submission timelines.
Coordination/Operation - 65%
Assist staff in day-to-day coordination of business operational activities.
Follow standard operating procedures for efficient business operations.
Assist in the coordination of major Association events including, but not limited to: Annual Meeting and Camp Wabasso fundraisers as directed.
Assist with the completion of special reports and projects as grants/contracts designate or as assigned by the Executive Director.
Act as the Association point of contact for potential volunteers/community members who may be interested in volunteer opportunities.
Coordinate the implementation of the Volunteer Involvement Policy (VIP).
Coordinate and provide staff support/resources in all aspects of the VIP and procedures.
Coordinate input, review and design of all content for Association online newsletters.
Provide detailed reports as required for programming and/or system needs.
Maintain electronic and paper files for all Association grants and contracts.
Coordinate review of all Association contracts with Association risk manager.
Provide guidance to staff members on matters related to general office operations.
Assist in new employee orientation.
Input data per established guidelines into the Cornell Cooperative Extension Federal Reposting System per established protocol and within established timelines.
Coordinate the implementation of a records management plan to be in compliance with Cornell Cooperative Extension's FORM Code 1705.
Engage appropriate staff as needed to achieve retention and historical compliance for all association records.
Assist the Executive Director in handling numerous personal contacts, inquiries and correspondence as directed.
Prepare and present organizational information requiring professional representation and discretion.
Schedule and coordinate meetings as well as plan and schedule travel arrangements for Executive Director as needed.
Assist in maintaining relationships and communication with the Board of Director's in support of the Association.
Provide administrative support for the Board of Directors (i.e. set up for meetings, meeting minutes, special reports and resources).
Provide support for members of the Leadership Team as assigned.
Effectively maintain professional relationships with other agencies, organizations and businesses that promote effective communication and facilitate continued programming efforts.
This position may require the transport of Association property or resources.
Professional Improvement and Other Duties as Assigned - 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 in programming and association priorities.
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 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.
Be aware of, and adhere to, established Cornell Cooperative Extension Association of Jefferson County policies and procedures.
Contribute to the overall success of the organization by performing all assigned duties in a professional, timely, and accurate manner.
Equal Opportunity Employment
Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans, and Individuals with Disabilities.
Association Operations Coordinator I
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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 support of diversity are strongly encouraged to apply.
In 1865, Ezra Cornell founded an institution "where any person can find instruction in any study." From the beginning, all students were welcome, regardless of race, gender, ideology, or socioeconomic status. Today, we invite you to join our talented and diverse students and accessible faculty who, together, form a living and learning community unmatched in its breadth of opportunities.Cornell Uni...versity's college, schools, and other academic units offer more than 4,000 courses, 70 undergraduate majors, 93 graduate fields of study, undergraduate and advanced degrees, and continuing education and outreach programs.