The Nutrition Sr. Administrative Assistant provides a high level of clerical and administrative support for the Nutrition Team and 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 and desktop publishing to create, edit, format and produce brochures, reports, office forms, newsletters, directories, and correspondence. Handle general recordkeeping and database management, performing routine data collection and compilation of voucher back up material for grant reimbursement. Prepare various educational materials and coordinate event registration and catered and non-catered events. Keep an updated program inventory list, track program equipment and monitor inventory to make necessary purchases as inventory is depleted. Work in collaboration with administrative staff to provide general office and reception support as necessary/required.
Associate's Degree or Equivalent Education. GED/High School Diploma plus 1 year transferable program/functional experience may substitute for Associate's Degree.
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 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 co-workers, advisors, community and professional leaders.
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.
Position Responsibilities & Essential Functions
Administrative Management - 10%
Assist with internal controls, such as (but not limited to) verifying and signing checks, petty cash verification and reconciliation.
Review, assess, and verify the completeness, accuracy and timeliness of all department purchasing and payments.
Assist with managing Nutrition credit card account and accounts payable vouchers.
Identify operational problems, issues, concerns, and possible solutions and collaborate with Supervisor to take appropriate corrective action.
Administrative Coordination/Operation - 85%
Coordinate and prepare nutrition department agenda and minutes.
Maintain pleasant relationship with the public through variety of contacts – walk-in office visitors, telephone, email, and written correspondence. Direct callers and visitors or provide information, assist staff and outside groups with room sign-out for programs and events.
Provide administrative support for the Nutrition Team.
Schedule and coordinate meetings, appointments, travel and special events, as needed.
Maintain the Nutrition section of the CCE website; updating missing links and adding additional resources.
Produce (develop, edit, format, mail merge, and publish) word processing documents including but not limited to, letters, newsletters, newspaper/radio releases, general program advertising, and reports.
Assist with the preparation, distribution, proofreading and mailing of brochures, newsletters, event flyers, certificates and other promotional materials.
Assist with the preparation of grant funded vouchers for programming reimbursement.
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.
Format, mail merge, print and bulk mail as needed.
Facilitate ordering and distribution of program inventory to regional staff.
Operate office equipment including copiers, computers, calculators, laminators, postage meters; and other office equipment deemed as necessary. Trouble-shoot minor problems and/or call for more complete repairs.
Coordinate telephone/video conferencing as necessary.
Collaborate with administrative staff to provide general office and reception support as necessary/required.
Participate in team decision-making activities as needed.
Ensure security and confidentiality of all data and information.
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 Oneida 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.
** ATTACH ALL DOCUMENTS AT THE BEGINNING OF THE APPLICATION PROCESS **
To be considered for this position, you must:
(1) Complete *ALL* sections of the online application including your name, full contact information, experience and education. DO NOT JUST ATTACH DOCUMENTS!
(2) Attach a Resume (PDF or Microsoft Word format).
(3) Attach names and addresses of at least 3 Professional References (at least one who is a current or former supervisor or teacher) in PDF or Microsoft Word format.
READ THE APPLICATION INSTRUCTIONS BELOW TO BE SURE YOU ARE UPLOADING DOCUMENTS AS REQUESTED.
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-00018240
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