The Cornell Cooperative Extension of Chenango County Association (CCE Chenango) Administrative Assistant II provides administrative support to the CCE Chenango staff. Work skills required include: word processing, spread sheets, database management, mailing support, taking and proof-reading meeting minutes, basic banking, managing office supplies, filing. Specific duties include: answering the Association phone and emails, proof-reading, management of petty cash, bank deposits, program sign-up, van and tech equipment sign-up, oversee office equipment and maintenance. Assist association staff with mailings, program and event planning.
The individual will be expected to provide positive, professional customer service to the general public, volunteers, producers. Assure smooth office operation by communicating with educators and co-workers on work load, job-schedules, office maintenance and provide backup for other administrative staff. Provide input and support on educational programs and association events. Properly file and maintain organizational documents and correspondence to allow for quick and easy access and back up. Order supplies and materials. Project a positive professional image of Cornell Cooperative Extension.
This full-time Association Administrative Assistant is employed by Cornell Cooperative Extension of Chenango County and will report to the Executive Director.
High School Diploma and 2 years of related experience or equivalent combination of experience and education.
Ability to work with the public, team members, and program partners in a positive, friendly and professional manner.
Demonstrated experience with word processing, database management, electronic communications, and Microsoft applications including: Excel, Word and Access.
Ability to communicate accurately and efficiently.
Ability to meet acceptable background check standards.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Ability to handle administrative details, to work under pressure, and organize work into priorities with emphasis on effective time management.
Ability to work proactively with multiple teams.
Proficient in the use of email programs and social media.
Ability to perform mathematical computations efficiently and with accuracy.
Must be able to maintain confidential information relating to financial and personnel matters.
Must know and abide by Association personnel policies, and acknowledge and abide by guidelines and policies provided by multiple stakeholders.
Ability to work with diverse audiences, including those of various age-groups, income levels educational levels, ethnic or racial backgrounds, and disabilities, among others.
Ability to prioritize diverse tasks.
Not-for-profit or educational organization experience.
Experience in 4-H or other youth education program.
Position Responsibilities & Essential Functions
Administrative Coordination/Operation - 95%
Maintain accurate mailing and email address lists of committees and collaborators.
Support program meetings via preparation of announcements and agendas, recording and typing of meeting minutes, implementation of follow-up activities and maintaining necessary documentations/files.
Coordinate refreshments, room set-up and clean-up for program meetings and events.
Maintain back-up documentation for program following established program guidelines.
Order office supplies
Project a positive professional image of Cooperative Extension when greeting and assisting office visitors and taking calls in a courteous and helpful manner.
Answer the phone in a consistently courteous manner and accurately relay messages to appropriate staff member.
Assure smooth office operation by communicating with educators and co-workers on workload, job schedules, office maintenance, and provide backup for other administrative staff.
File correspondence, meeting minutes, reports for records management, quarterly reports, etc. in a manner to allow quick and easy access.
Assist in program routines, including room reservations, tech reservation, van reservation, personal contacts, enrollment, fairs, set-up preparations and other support activities.
Prepare and apply mailing labels, operate folding machine, copier, and other office machines, etc.
With input from Executive Director/program supervisor create, maintain and utilize educational program and reporting systems.
Assist with printing and collating flyers and teaching materials for staff.
Assist program supervisor with staff orientation by scheduling program partner marketing appointments and tracking program referrals.
Track program equipment, and events.
Assist with the preparation of educational materials such as training aids, exhibits, and demonstration, projects, as needed.
Assist with program news releases and program promotion through media and social media channels.
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 Chenango 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 Cover Letter (PDF or Microsoft Word format).
(3) Attach a Resume (PDF or Microsoft Word format).
(4) Attach names and contact information of at least 3 Professional References (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-00017669
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