Cornell Cooperative Extension of Niagara County has an exciting opportunity for a Administrative Assistant for the Lockport NY office.
Provide clerical/administrative support to the association and programs, e.g., the EquiStar Therapeutic Riding Program, Master Gardener/horticulture program, Agriculture/regional program areas, etc., as assigned.
Responsibilities consist of diversified duties including: receiving and greeting customers and providing basic information on programs and events. Performing word processing and assisting with creating, editing, formatting, mailing, etc. brochures, reports, office forms, newsletters, directories, correspondence, invitations. Prepare various educational materials and coordinate event registration. Perform routine data collection and compilation. Handle general record keeping, such as preparing vouchers, and recording deposits. Work in collaboration with administrative staff to provide general office and reception support as necessary/required. Meet with catering and rental customers, prepare contracts, maintain event schedule, communicate with facilities staff for set-up, etc.
Represent Cornell Cooperative Extension of Niagara County to the public, community leaders, government officials and Cornell University in a friendly, cooperative manner.
High School Diploma or equivalent education.
Experience relevant to the role of the position.
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.
Ability to transport/move supplies and equipment, climb stairs with or without reasonable accommodation.
Ability to clearly communicate (speak, read and write proficiently) in English.
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 and willingness to work with diverse audiences and maintain cultural sensitivity.
Ability to relate effectively to co-workers, advisors, community and professional leaders.
Associate's Degree or technical/vocational school degree in business and/or secretarial science and 3 years of relevant experience.
Proficiency with Adobe products such as Acrobat, InDesign, Photoshop, and Illustrator.
Experience with social media communication for an organization such as Facebook, Twitter, Instagram.
Customer service experience and good customer service skills
Ability to multi-task and remain flexible
Administrative Coordination/Operation - 95%
Serve as primary front desk point of contact.
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.
Produce (develop, edit, format and publish) word processing documents including but not limited to letters, newsletters, 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.
Use computer programs/software to format and combine text, photographs, charts, and other visual graphic elements to produce publication-ready material.
Create and maintain organized and up-to-date program and related administrative files and databases.
Provide administrative support for program areas as assigned, such as the EquiStar Therapeutic Riding Program, Ag Teams, Master Gardener, and horticulture programs, etc.
Maintain and update social media content related to the Association and/or program areas to ensure current and timely news and information.
Assist with the preparation and distribution of educational materials for Soybean and Corn Congress as directed.
Prepare agenda and meeting notifications for Program Committee and Agriculture Program Committee.
Handle cash receipts, maintain cash receipts book and balance cash box as needed according to established procedures.
Prepare deposits and billing for various program areas.
Maintain agriculture enrollment and mailing lists. Update the appropriate databases to reflect changes. Review and assess the completeness, accuracy, and timeliness of all data collected.
Process and maintain agriculture and newsletter enrollments and guest book.
Maintain up-to-date inventory including soil testing supplies.
Meet with perspective clientele for catered and non-catered events. Process/prepare contracts for room/ground rentals and catered events. Communicate event needs and set-up with Facilities team.
Assist with preparation of program support material as assigned by supervisor.
Serve as primary point of contact for reservation of room and meeting facilities. Organize and maintain room and meeting schedule and calendar.
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.
Collaborate with administrative staff to provide general office and reception/welcome desk support as necessary/required.
Ensure confidentially of all information and records at all times.
May provide backup and support in collaboration with the support staff team to the overall Association and other program areas as needed.
Other duties as assigned, including assisting with the Niagara County Fair.
Prepare and submit expense reports and/or vouchers in a timely manner per established policy and procedures.
Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board and others as requested.
This position may require the transport of self and/or program materials/resources in performing position responsibilities.
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 - Applied 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 - Applied to all duties and functions
Conduct all programming and activities in accordance with the Civil Rights Act, Title IX Rehabilitation, Americans with Disabilities Act, and local, state, and regional affirmative action plans.
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.
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-00016767
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