The Administrative Assistant performs general administrative duties for Cornell Cooperative Extension of Columbia & Greene Counties. Responsibilities include receiving and greeting visitors, providing basic information on programs and events, creating and editing documents, data entry, preparing materials, events registration, and other administrative support tasks as needed or assigned.

This position primarily works out of the Association’s Hudson office but may report to the Acra office as needed or assigned.

Application Instructions

In the My Information section be sure to enter your full name, address, email, and phone number(s). Include a cover letter, resume and at least three references (at least one who is a current or former supervisor or teacher). To attach documents, under the My Experience section use the Select Files button to search for files or use the Drop Files Here box to drag documents into your application. If you plan to upload more than one document, click the Upload icon for each additional document. Please note, once your application is submitted you will not be able to change your submission or add attachments. If you would like to add or update documents to your online application after submission, please contact Jim McNaughton, Association Lead Human Resources Manager, via e-mail jpm373@cornell.edu.

External Applicants: (including current employees of other Cornell Cooperative Extension Associations) please refer to Applying for a Job with Cornell Cooperative Extension (External Candidate) (https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs/apply) for additional guidance.

All Internal Applicants: Those who are currently employed by the Cornell Cooperative Extension Association indicated in this job posting must apply online via their employee Workday account, which may be accessed here: http://workday.cornell.edu/

Apply By

All applications must be received on-line by 11:59 pm on May 29, 2024. Position closing dates may change based on Association needs.

Required Qualifications

• High School diploma or equivalent, with experience relevant to the responsibilities of the position.

• Ability to help ensure diverse, equitable, and inclusive environments.

• Ability to meet occasional travel demands of the position. A valid NYS driver's license and ability to drive and driving record acceptable for agency insurance coverage are required.

• Ability to work flexible hours, which may include early mornings and evenings.

• Ability to demonstrate positive customer service and good communication skills.

• Computer Skills: Experience with or ability to perform basic word processing and document editing database and internet software. Microsoft Office Suite including Outlook, Word, PowerPoint, Access, Publisher, and Excel as well as Adobe.

• Ability to read and interpret documents such as instructions and procedure manuals. Ability to write routine correspondence.

• Able to use good judgment in analyzing facts and circumstances surrounding work situation problems or transactions and in determining action to be taken within limits of standard or accepted practice.

• Ability to handle administrative details, to work under pressure, and organize work into priorities with emphasis on effective time management.

• Work Environment – In addition to the Working Conditions; the work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions. This position works in a typical office environment. This position regularly lifts, moves, or transports office and program materials and equipment.

  Preferred Qualifications

• Proficient computer skills.

  Position Responsibilities & Essential Functions

Administrative Responsibilities:

Coordination/Operation – 95%

• Maintain pleasant relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence. Direct callers and visitors or provide basic information about programs and events.

• Create and edit documents including but not limited to letters, routine correspondence, 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 and maintain class enrollment and special event/program registrations and payments per established policy ensuring accuracy, security and confidentiality of all data and information.

• Create and maintain organized and up-to-date program and related administrative files and databases.

• Update databases and online registration system.

• Assist with preparation of program support materials s.

• Coordinate and maintain scheduling of rooms/facilities for meetings and events. Responsible for refreshments, clean-up, etc.

• Collect, receive and reconcile event and program receipts and monies. Prepare documentation related to program expenses or payments.

• Operate basic office equipment including copiers, computers, projectors, calculators, postage meters; 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.

• Participate in team decision-making activities.

• Order office supplies and teaching materials.

• Collaborate with administrative staff to provide general office and reception/welcome desk support as necessary/required.

• May provide backup and support in collaboration with the support staff team to the overall Association and other program areas as needed.

• Provide coverage in Acra office when needed.

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 Columbia & Greene Counties 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.

  Position Details

This is a full-time (35 hours/week), nonexempt position. Compensation paid at the rate of $20.00 per hour. Excellent benefits, based on eligibility, including:

• Paid Vacation, Sick, and Personal leave

• Paid Holidays

• NYS Health Insurance Program (including free Dental Insurance)

• NYS Retirement (NYSERS)

• Long-Term Disability Insurance

• Total Care Employee Assistance Program (EAP)

• Tax Deferred Annuity Plan

• Flexible Spending Accounts

• Group Universal Life Insurance

• Personal Accidental Insurance

• Legal Plan Insurance

• Long Term Care Insurance

• Auto and Homeowner’s Insurance

• Pet Insurance

• New York’s College Savings Program

• ClearPoint Credit Counseling Solutions

No relocation or VISA Sponsorship available.

For additional questions please contact Jim McNaughton, Association Lead Human Resources Manager, e-mail jpm373@cornell.edu or phone (518) 765-3503.

http://ccecolumbiagreene.org/

Job Title:

Association Admin Asst II

Level:

006

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Jim McNaughton

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 supportive of diversity are strongly encouraged to apply.

Notice to Applicants: Please read the required Notice to Applicants statement (https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs) . This notice contains important information about applying for a position at Cornell Cooperative Extension as well as some of your rights and responsibilities as an applicant.

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. As provided in New York State County Law Article 5, Section 224, the independent county and regional extension service associations are locally operated under the direction of Cornell University as agent for the State of New York. County and regional extension service association employees are employed by their association to engage in educational work and are not employees of Cornell University. Look for us on the web at cce.cornell.edu/.