The Cornell Cooperative Extension of Madison County Operations Coordinator provides a high level of clerical and administrative support for the Association, using moderate initiative and discretion in performing a substantial amount of moderately complex tasks to support the Association, its programs, the administrative team and board of directors. 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 record keeping and database management, performing routine data collection and compilation. Prepare various educational materials and coordinate event registration and catered and non-catered events. Work in collaboration with administrative staff to provide general office and reception support as necessary/required. Arrange, organize and support requested meetings and functions and coordinate facilities access with staff, volunteers, and visitors.
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, social media, and visual channels using traditional methods and educational tools, as well as electronic technology (e.g., video, audio, web based; Facebook, 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 work flexible hours which may include evenings and/or weekends, as appropriate.
Ability to be self- motivated to achieve current and emerging performance outcomes associated with the position.
Ability to consistently present a positive and welcoming demeanor to all internal and external constituents.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Experience in working effectively in collective team efforts.
Experience in collaborating with volunteers and interns.
Experience with social media management (website, Facebook, Instagram).
Position Responsibilities & Essential Functions
Administrative Direction - 5%
Assist program leadership by participating actively in program team discussions, providing administrative knowledge-based input into the development of policies and procedures including but not limited to the use of technology, data systems and evaluation systems.
Assist program leadership by contributing actively to administrative portions of planning, evaluation protocols proposed in project grants, organizing systems for newly emerging programs and revisions of existing programs, specifically relative to the use of the administrative systems to collect, track and report evaluation data.
Administrative Management - 10%
Assist with internal controls, such as (but not limited to) mailing checks, bank deposits, issuing/reconciling receipts.
Review, assess, and verify the completeness, accuracy and timeliness of all enrollment data and payments received.
Ensure security and confidentiality of enrollment, registration, and payment data and information.
Identify operational problems, issues, concerns, and possible solutions and collaborate with supervisor to take appropriate corrective action.
Assist with training of new staff and volunteers on relevant administrative policies, procedures and guiding principles through orientation and ongoing support.
Provide information to program volunteers as needed related to administrative tasks for program.
Administrative Coordination/Operation - 80%
Answer all general inquiries and correspondence in a timely manner from general email account, phone, voicemail, Facebook, website, mail using generic (pre-determined) responses or forward to appropriate staff for follow up.
Screen, respond to and assist constituents via phone calls, email and written correspondence.
Provide administrative support to the Association and all program areas.
Conduct mailings, make calls and distribute surveys with participants and constituents for all programs.
Update participant evaluations, forms, flyers and promotional materials for all programs as needed based on supervisor direction and prepared program materials.
Assist program leadership to maintain trust-based working relationships with racially and culturally diverse participants, partners, community organizations and other key stakeholders in order to gain support for administrative work and communications with the community.
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, newspaper/radio releases, and reports.
Assist with the preparation, distribution, proofreading and mailing of brochures, newsletters, event flyers, certificates and other promotional materials.
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.
Process and maintain newsletter enrollments.
Timely print and mailing of newsletters and magazines as assigned.
Maintain up-to-date inventory of all building and office supplies.
Operate/maintain basic office equipment including copiers, computers, calculators, postage meters; and other office equipment deemed as necessary. Trouble-shoot problems and call for more complete repairs.
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.
Coordinate refreshments, room set-up and clean-up for meetings and events.
Coordinate telephone/video conferencing and other technology as local IT contact.
Process and maintain class and special event registrations, web publishings, and monies as per established policy and procedure.
Provide general office and reception support including use of call in-take triage system.
Participate in team decision-making activities as needed.
Assist with general preparation of all special events.
Record, transcribe and distribute minutes of meetings, always maintaining a high degree of confidentiality and professionalism.
Research and obtain information requested by Board Members, Administrative Team and Executive Director.
Coordinate and maintain scheduling of room reservation process.
Provide administrative support to Administrative Team on confidential matters.
Provide administrative support to Human Resources Function, as needed.
Provide administrative support to Marketing Function, as needed.
Provides Administrative support to Association during contract & budget process.
Compile contracts for Association to be sent to the County.
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 Madison 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
Be sure to enter your full name and contact information (address, email, and phone) in your online application.
Include a cover letter, resume and three references (at least one who is a current or former supervisor or teacher).
Please note, once your application is submitted you will not be able to change your submission or add attachments.
Internal Applicants: Current employees of the Cornell Cooperative Extension Association indicated in this job posting are internal applicants; please refer to Applying for a Job (Internal Candidate) for additional guidance.
Resume review begins Sept 6th. Position will remain open until filled .
This is a part-time, 19 hours per week, benefits eligible position. The CCE Madison County office is located in Morrisville, NY and operates on an 8am-4pm M-F schedule with periodic evening and weekend commitments as scheduled.
Upon review of eligibility the following are associated with this position:
NYS Health Insurance Program (including Dental Insurance)
Long-term Disability Insurance
Voluntary Tax Deferred Annuity
Voluntary Flexible Spending Accounts
Voluntary Group Universal Life Insurance
Voluntary Personal Accident Insurance
Voluntary Legal Plan Insurance
Voluntary Long Term Care Insurance
Voluntary Auto and Homeowners Insurance
Voluntary Pet Insurance
Voluntary New York College Savings Program
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. If you require an accommodation so you may participate in the selection process you are encouraged to contact Cornell Cooperative Extension Administrative Systems at 607-255-6120, or via email at: email@example.com.
For additional questions please contact Karin Bump, Association Executive Director, firstname.lastname@example.org .
A generous benefit package is part of CCE employment as well as ongoing opportunities for professional development. Upon review of eligibility the following benefits are associated with this position:
NYSHealth Insurance Program (including Dental Insurance)
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-00020370
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