Cornell Cooperative Extension of Yates County has an opening for a full-time Association Sr. Administrative Assistant for its Penn Yan, New York offices.
The Association Sr. Administrative Assistant provides a high level of clerical and administrative support for the Association. This position is responsible for providing a wide variety of complex technical, clerical and/or administrative support including word processing, database manipulation, spreadsheet development, reports, forms, correspondence, maintaining records, data and files, assigned human resources functions and supporting financial and business functions of the association. Coordinates the general office and reception area schedule and supervises the work of the Administrative Assistant II (s). Work in collaboration with administrative staff to provide general office and reception support as necessary/required.
Associate or Equivalent Education. GED/High School Diploma plus 1 year transferrable program/functional experience may substitute.
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, Access, Publisher, 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 to relate effectively to co-workers, advisors, community and professional leaders.
Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
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.
Assist Executive Director with handling business contacts as appropriate including gathering information requiring discretion and a wide variety/depth of knowledge of association operations and procedures. (Moved from Coordination)
Identify operational problems, issues, concerns and bring recommendations to the Executive Director. Under guidance of the Executive Director, take appropriate corrective action.
Supervise, manage and direct the work of staff providing continuous feedback and coaching; evaluate performance and conduct annual performance reviews of staff.
Oversight of volunteers by providing direction, guidance, leadership and resources; ensure policies and procedures are followed according to established guidelines
Administrative Coordination/Operation 85%
Maintain pleasant relationship with the public through variety of contacts – walk-in office visitors, telephone, email, and or written correspondence; provide the appropriate information or direction.
Schedule and coordinate meetings, appointments, travel and special events as needed.
Create and maintain organized and up-to-date files and database(s) for program and related administrative areas.
Prepare necessary arrangements for board, committee and annual meetings.
Serve as the Association Human Resources Representative as follows: o Attend regularly held update meetings scheduled by the FLSBN Lead HR Manager which includes attendance by all SBN HR staff. o Process all necessary Workday records transactions such as hires, terminations, leave of absence, etc. by using the appropriate form(s), obtaining the Executive Director signature and authorization and transmitting the document via the established process. o Provide and/or perform all necessary training for all new employees by utilizing existing materials which include Civil Rights, Anti-Sexual Harassment and Workplace Violence to comply with State and Federal regulations. o Maintain accurate and timely staff leave time records. o Coordinate and process on-boarding and orientation for all new employees. o As the designated local Association Benefit Representative, administer local Association benefits such as paid time off policies; Maintain accurate staff leave time and paid time off accruals. o Serve as an initial point of contact for System designated benefits by providing to the employee all information on benefit plans offered through Cornell University or New York State. Any questions about System benefits should be directed to Benefit Services; provide the contact information for Benefit Services o Coordinate training of the Workday Time Tracking system for non-exempt employees and supervisors. o As Pay Rep for the Association, monitor the Workday Time Tracking bi-weekly payroll entries through various available reports to ensure all time has been entered accurately. o Ensure confidential human resources documents are kept in a secure location, as per HR guidelines o Ensure annual compliance with Year-End closing EEO/AA/EPO policies as per established guidelines
Provide appropriate training for direct reports as needed.
Provide administrative support for staff meetings and other events as deemed necessary by the Executive Director. Meetings may be outside regular office business hours.
Process internal controls, such as (but not limited to) mailing checks, petty cash verification and reconciliation, bank deposits, issuing/reconciling receipts.
Maintain inventory of general office supplies and equipment. Place orders and purchase as necessary including handling competitive bidding situations.
Coordinate and maintain scheduling of catering/room reservation process. Review the calendar on a daily basis.
Assist with conducting employee orientation including provide tours of buildings and grounds; provide staff with appropriate keys, telephone access information, computers, supplies, etc. as directed.
Operate basic office equipment including copiers, computers, calculators, postage meters; and other office equipment deemed as necessary. Trouble-shoot minor problems and/or may call for more complete repairs.
Coordinate office/reception area schedule and front desk staff coverage.
Ensure confidentially of all information and records at all times.
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 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.
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.
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)
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.
POSITION DETAILS: This is a full-time position, 40 hours per week. Compensation is commensurate with experience. 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: To be considered for this position, you must submit a complete online application, including the following materials: cover letter, resume and three (3) references in PDF or Microsoft Word format. Contact Kathy @ firstname.lastname@example.org with any submission questions.
IMPORTANT NOTE: Once the application is submitted you will not be able to change your submission or add attachments.
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.
Internal Number: WDR-00016993
About Cornell University
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 University'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.