The Operations Coordinator is an essential member of the Nassau County team. This position provides a wide variety of complex and diversified technical, clerical and/or administrative support including word processing, database manipulation, spreadsheet development, desktop publishing to create, edit, format and produce office forms, letters, directories, and correspondence, maintains records, data and files, supports general financial and business functions of the Association, performs routine data collection and compilation, and coordinates event registration. As the local Association HR Coordinator they will provide administrative support, management and coordination for assigned local human resources responsibilities. This position will perform a moderate amount of highly complex tasks to support the Association, within the Human Resources area. This position will work closely with the SBN Human Resource Lead to ensure that functional area best practice recommendations are implemented in accordance with established timeframes. Coordinate all summer Camp HR hires during spring and summer. This position will perform job duties with a high level of initiative and discretion, while maintaining a high level of confidentiality.
As the local Association Payroll Coordinator, with discretion and moderate initiative guide, and lead the daily functions related to payroll which includes timecard collection process and Workday roles of Management Partner, and Hire Initiator. Coordinate short term disability, workers compensation and provide support to benefits, including administering vacation and sick accruals for all staff. Will work closely with SBN HR Lead to support compensation, benefits and HR systems related initiatives.
As the Association Office Coordinator the primary role of the position is to provide administrative office support for the main office located in Jericho, NY. The position is responsible for providing administrative support to the Executive Director and the Assistant Executive Director. Assist with office supply ordering, mail, phone calls, and other office coordination functions as needed.
Associates Degree or Equivalent Education.
Experience relevant to the role of the position.
Knowledge of accounting principles, procedures, and practices.
Proficient in computer operations of the Windows operating system, one or more major double-entry accounting software programs, and Microsoft Office Suite including Excel.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
Ability to prepare and maintain accurate, error-free financial and statistical records.
Experience with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, and Excel.
Commitment to learn and retain Cornell-specific accounting software (currently ACCPAC) and HR related systems (Workday).
Ability to organize and manage diverse workload focusing on identified priorities.
Ability to communicate clearly verbally and in writing in English, and to understand and effectively carry out standard programs and instructions.
Ability to work cooperatively, establish and maintain effective working relationships with the members of the Association in order to accomplish planned Association objectives.
Must demonstrate a high degree of accuracy, integrity, sound professional judgment, tact, and maturity and the ability to handle confidential, sensitive information.
Ability to organize, manage, and prioritize multiple tasks, deadlines, requirements, and priorities to complete work in a timely manner and within established deadlines.
Ability to meet acceptable background check standards.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Ability to work in an office setting, with occasional to frequent distractions and opportunities to demonstrate positive collaboration amongst staff, visitors and the public; and by operating office equipment like a computer, copy machine, etc. without or without a reasonable accommodation.
Ability to transport/move supplies and equipment, climb stairs with or without reasonable accommodation.
Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
Experience relevant to the role of the position.
Ability to meet occasional travel requirements associated with this position. A valid NYS Driver's license with the ability to drive and driving record acceptable for agency insurance coverage are required.
Ability to effectively participate in professional team efforts.
Associates Degree in Business plus 2 years transferrable program/functional experience and experience with non-profit is desirable
Prior experience in double-entry accounting software
Prior knowledge of HR and payroll systems
Knowledge of accounting and record-keeping procedures for youth programming.
Knowledge of 4-H Youth Development Programs and related procedures.
Administrative Direction - 5%
Human Resource Administrative Direction
Assist Executive Director, in conjunction with the SBN HR Lead, with planning roll-out of payroll and HR systems, transactions and related changes.
Assist Executive Director with anticipating and planning for overall Association staffing needs.
Assist with planning marketing efforts and strategies including social media accounts, for Association website and the use of printed media.
Support and assist the Executive Director to strategically plan.
Administrative Management - 30%
Human Resources Management
Serve as the Association Human Resources Representative under the direction of the Executive Director and SBN HR Lead.
Act as liaison between the Association and CCE administration's HR team, SBN HR Lead, and HR One Consulting, Inc.
Assist with counseling employees on Human Resource policy and procedures as necessary.
Ensure that the Association is in compliance with required Affirmative Action, Diversity and Inclusion Plan (AADIP) and other required Civil Rights plans & postings.
Ensure that all required civil rights and employment information is posted clearly in the office.
Assist Executive Director in ensuring all benefits are administered in a timely manner with compliance with Association, Cornell University, Cooperative Extension Administration policies, and with state or federal laws.
With moderate initiative and discretion, guide and lead payroll processing.
Ensure staff leave time records are accurate and reconciled in a timely fashion.
Manage project accountabilities for exempt employees ensuring they are submitted by deadline, county information is correct and entries do not exceed budget.
Monitor supervisor approval of staff timecards.
Monitor all staff vacation and sick accruals to ensure rates are correct and correspond to escalation of accrual based on years of service.
Manage short term disability process, including monitoring to ensure all docs are complete for submission to NYSIF.
Manage workers compensation process, including monitoring progress and follow up with the case manage if additional information is needed.
Monitor Interim Pay report to ensure staff were paid correctly.
Oversee the tracking, collection and electronic logging of participant data with support as needed from supervisor.
Provide camp reports to the Executive Director as needed.
Administrative Coordination/Operation- 60%
General Administrative Operations
Operate basic office equipment including copiers, computers, 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.
Purchase of needed equipment and office supplies including purchasing of online orders from vendors.
Provide backup administrative support to Administrative Assistant to Executive Director and Executive Director the Board of Directors as appropriate (i.e. schedule meetings, send meeting reminders, prepare board agenda, prepare board packets, prepare meeting minutes, provide all on-going and annual support to the Board).
Maintain Association's files, including confidential organization materials.
Greet office visitors and answer phone calls to the Association. Direct calls to appropriate Association staff.
Assist staff in day-to-day coordination of business operational activities.
Complete special reports and projects as assigned relating to Operations as required.
Human Resource Administrative Operations
Serve as Workday initiator and process/track all transactions related to employment including, but not limited to, hiring, terminations, compensation changes, etc.
Provide administrative support for local Human Resources functions including, but not limited to:
Update legal postings as appropriate and implement Human Resources best practices as identified.
Coordinate and implement processing of benefits with all new hires to be in compliance with established policies and procedures.
Complete special reports and projects relating to Human Resources as appropriate, including maintaining personnel files, filing, tracking mandatory staff trainings and other projects that may arise.
Provide administrative support for regional Human Resources functions including, but not limited to:
Work in concert with SBN HR Lead to update policy manual.
Work in concert with SBN HR Lead to coordinate and implement all hiring procedures to include: creating and placing position advertisements, position announcements, supporting search committee chairs, conducting background screenings as appropriate, maintenance of search files, etc. in order to meet the Association and system requirements.
Coordinate the completion of local HR transaction forms and submit to regional Human Resources via Dropbox.
Coordinate with SBN HR Lead affirmative action/EEO compliant hiring procedures to include position advertisements, position announcements, supporting search committee chairs and maintenance of search files, etc. in order to meet the Association and system requirements.
Maintain all personnel files/records with the utmost confidentiality.
Complete background check on all employees and volunteers as required including Board members.
Forward Motor Vehicle screen data to PW Wood for clearance to drive on behalf of Association.
Post all required civil rights and employment information clearly in all Association workplaces.
Payroll Administrative Operations
Review and correct project accountability errors as needed.
Respond to requests for status of leave accruals.
At year end, assist grants managers with reconciling employee entries with budget allocations.
On a biweekly basis, monitor timecards and distribute reminders to supervisors, regarding Workday timely approvals.
Coordinate and input costing for all employees that receive salary from different Cornell accounts, including compensation changes related to bonus or increases.
Maintain, input and distribute non-exempt staff vacation and sick accruals into Excel spreadsheets and respond to requests for status of accruals.
Coordinate short term disability process, including directing employee to fill out the Claimant's Statement for Disability Benefits form and obtaining doctor information for submission to NYSIF; coordinate with the doctor regarding Health Care Provider's Statement for Disability Benefits form along with FMLA paperwork completion (adhering to all HIPAA regulations).
Coordinate Workers Compensation process, including: obtaining completed employee accident report; completing the eFroi (electronic accident report) on NYSIF website. Complete and submit additional forms, as requested.
Set-up new employee in Workday, including their primary account, company, pay rep group, department, cost center, supervisor, job code, and job number.
Provide Workday Time Tracking training to employees.
Review all data entered into Workday to ensure accuracy.
Enter accurate transactions in Workday for new hires, terminations, hourly changes, compensation changes, data corrections, appointment extensions, and any information related to job changes.
Identify potential pay related issues and work with HR SBN Lead to resolve.
Analyze and run interim pay reports for bi-weekly and semi-monthly payroll, escalating pay related concerns to HR SBN Lead.
Run and track temporary employee end date report to verify with supervisor if extension of assignment is needed.
Participate in all systems related training.
Assist HR Lead troubleshooting pay related problems for HR SBN Lead
Receive disability checks and apply it to the employee based on how much is received per week and the employee's hourly rate.
Annually, distribute and collect short term disability employee premium share from benefits eligible staff
Complete the OSHA report based on the previous year of cases recorded.
Notarize benefits and retirement related forms.
Office Administration Operations
Help maintain office paperwork and assist with filing.
Coordinate completion of administrative reports as assigned by Executive Director.
Assist and support Executive Director with vendor contracts
Assist with Camp administration when needed.
Provide assistance to the Camp Operations Manager; primarily in registrar and year round use for planning camp year round use.
Complete background check on all employees & volunteers as required including board members.
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, newsletters, routine correspondence, brochures, 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 per established policy ensuring accuracy, security and confidentiality of all data and information.
Effectively utilize Microsoft office and/or other software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation.
Maintain and/or update website and/or social media with general program related content to ensure current and timely news and information.
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.
Serve as Association Health and Safety contact.
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 Nassau 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.
Equal Opportunity Employment
Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO,
Protected Veterans, and Individuals with Disabilities.
This is a non-exempt, full-time position, 40 hours per week position.
Pay Rate Type: Hourly
HOW TO APPLY:
Review of applications will begin immediately. Position will remain open until qualified pool of candidates is obtained.
Applicants need to attach/upload a resume to the online application in either Microsoft Word or PDF format. In the ‘Experience’ section of your application, use the Paperclip icon to search for file(s) or use the ‘Drop Files Here’ box to manually drag document(s) into your application. Once the application is submitted you will not be able to change your submission or add attachments.
External Applicants: (including current employees of other Cornell Cooperative Extension Associations) please refer to the Applying for a Job (External Candidate) document for additional guidance.
Internal Applicants: Current employees of the Cornell Cooperative Extension Association indicated in this job posting are considered internal applicants; please refer to the Applying for a Job (Internal Candidate) document for additional guidance.
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 that you may participate in the selection process you are encouraged to contact Cornell Cooperative Extension Administrative Systems at (607) 255-2117, or via email at: firstname.lastname@example.org.
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.
University Job Title:
Association Operations Coordinator II
Pay Rate Type:
Number of Openings:
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