Job Information
Cornell Cooperative Extension 4-H & Ag Administrative Assistant - Hamden, NY in Hamden, New York
This position will serve as the Administrative Assistant for Cornell Cooperative Extension of Delaware County and will provide technical and administrative support to the 4-H and Ag programs. The 4-H & Ag Administrative Assistant will provide support to include, but not limited to: word processing, database entry & management; spreadsheet development; creating and editing brochures, reports, forms, newsletters, flyers, directories, and correspondence; organizing and maintaining records, data, and files; data collection and compilation; coordination of event registration. This position will also provide support for assigned financial and business functions of the Association. This position will serve as a point of contact for 4-H youth, parents, and the community regarding the 4-H Program. This position will represent the Association at open houses, community tabling events, and community programs to promote the mission of the Cornell Cooperative Extension’s 4-H and Ag programs. The individual will appreciate and embrace diversity in all interactions with clientele, staff, volunteers, and the public. The primary work location will be at the CCE of Delaware County office in Hamden, NY.
Required Qualifications:
High School Diploma or equivalent education.
Two years of experience as Administrative Assistant.
Strong customer service skills and ability to multi-task.
Ability to work independently and meet deadlines.
Excellent organizational skills and attention to detail.
Proficiency with windows-based software including use of the internet, Adobe programs, and Microsoft Office Suite including Outlook, Word, PowerPoint, Publisher, Excel, and Access.
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 clearly communicate (speak, read, and write proficiently) in English.
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 work proactively as part of a team.
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 in a typical office environment which may include lifting, moving, and/or transporting office supplies, work related materials, and equipment with or without accommodation. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions.
Ability to meet travel requirements associated with this position.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Preferred Qualifications:
Knowledge of Cornell Cooperative Extension’s mission and programs.
Knowledge of 4-H’s mission and positive youth development programming.
Associate degree or technical/vocational school degree in business and/or secretarial science and 3 years of relevant experience in administrative, clerical, reception, or related field.
Experience with a multi-line phone system.
Experience with website maintenance and development.
Position Responsibilities & Essential Functions
Administrative Coordination/Operation – 95%
Provide general office and reception coverage, including maintaining pleasant relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence.
Answer telephones and assist or direct calls to appropriate person.
Greet and direct visitors.
Provide meeting support to Executive Director as assigned.
Assist with the preparation, proofreading, distribution, and mailing of documents.
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 call for more complete repairs.
Maintain, save, label, organize, and/or upload photos to various social media platforms.
Assist finance staff with bank deposit duties and reconciliations as needed.
Participate in team decision-making activities through established or ad hoc committees.
Maintain program area files and information in accordance with record retention guidelines.
Assist with opening and distributing mail and packages, and receiving faxes, ensuring accuracy, security, and confidentiality of sensitive data and information.
Assist in preparing for and distributing 4-H & Ag flyers and recruiting materials through local partners, schools, service organizations, volunteers, alumni, etc.
Process bulk mailings for 4-H & Ag programs.
Provide 4-H & Ag program staff with event/session rosters and reports as requested.
Effectively utilize software programs (4-H Online 2.0 & Ultra Camp) to perform routine data collection and compilation.
Prepare and send email reminders to 4-H & Ag participants regarding upcoming events, deadlines, required documentation and/or information, and other pertinent information.
Maintain supply inventories for 4-H & Ag programs, making recommendations for ordering when inventories are running low and as requested by 4-H & Ag program staff.
Assist with handling correspondence, contracts and cross-project duties, including, but not limited to: preparing vouchers for finance department, correspondence between vendors, press releases, committee/other meeting set-ups, etc.
Assist in the completion, transmittal, and filing of 4-H Incident Reports according to established policies and procedures.
Assist in program financial management by accepting payments, providing receipts, maintaining program payment records, and turning funds over to the finance according to established policies and procedures.
Assist with preparation of grants, project plans, financial claims, and other documents/reports.
Process and maintain enrollment and special event/program registrations ensuring accuracy, security, and confidentiality of all data and information.
Assist in conducting background and other required screenings on 4-H/Camp volunteers and staff applicants.
Ensure that program and participant data records are maintained, organized, and stored to comply with archival requirements according to established policies and procedures, ensuring accuracy, security, and confidentiality of all data and information.
Assist 4-H & Ag program staff in the coordination of scheduling rooms/facilities for meetings and events including refreshments, set-up, conferencing, clean-up, etc.
Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, board, and others as requested.
Maintain and update CCE Delaware County website and social media with general 4-H & Ag program related content.
Identify operational problems, issues, concerns, and suggest possible solutions. Under guidance from supervisor, take appropriate corrective action.
4-H Specific Responsibilities
Serve as the Administrative Assistant for 4-H programming, including responding to information requests in a courteous and helpful manner, including mailing out enrollment packets, volunteer applications, setting up event registration, and sending confirmations and program materials.
Provide 4-H Youth Development Online Database assistance to program staff in 4-H Online 2.0.
Assist 4-H Team Leader with horse program duties - committee & horse member correspondence, tracking member participation, screening documents for completion, organizing required horse program forms, judge contracts, Certificate of Insurance/PW Wood, use of facilities/reservations, etc.
Assist with Delaware County Fair duties, to include but not limited to: corresponding with membership, & fair superintendents; ordering supplies, ribbons/rosettes/plaques; updating fair book & posting on web site; collecting, reviewing & entering fair entries; printing Show Books; Youth Building & animal judge letters & correspondence; securing judge room reservations; fair office management; printing 4-H/HE fair passes; tagging supplies & tagging registration; livestock auction program, collection of fees, cashing out; work with fair secretary re: computer program, program trouble shooting & fair end results and checks, etc. If applicable, work with 4-H Summer Assistant to prepare for summer/fair activities, to include but not limited to: checking fair entries, answering questions, newsletter content, mailings, and preparing exhibits.
Ag Specific Responsibilities
Serve as the Administrative Assistant for Ag programming, including responding to information requests in a courteous and helpful manner, setting up event registration, and sending confirmations and program materials.
Assist Core Ag program with coordination and production of Newsletters, screening/directing Ag phone calls, other duties as assigned.
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.
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.
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.
Maintain regular and predictable attendance and punctuality.
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 Delaware County policies, procedures and Cornell Cooperative Extension Skills for Success.
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.
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.
Position Details
This is a full-time, benefits eligible, non-exempt position (40 hrs/week). The hourly rate for this position is $20.00.
We firmly believe in work-life balance and we provide generous paid time off. Paid time off includes 10 Vacation days, 12 Sick days, 3 Personal days, and 11 Holidays annually. Additional benefits based on eligibility, include:
NYS Health Insurance Program (including FREE Dental Insurance)
NYS Retirement
Long-Term Disability Insurance
Total Care Employee Assistance Program (EAP)
Voluntary Tax Deferred Annuity Plan
Voluntary Flexible Spending Accounts
Voluntary Group Universal Life Insurance
Voluntary Personal Accidental Insurance
Voluntary Legal Plan Insurance
Voluntary Long Term Care Insurance
Voluntary Auto and Homeowner’s Insurance
Voluntary Pet Insurance
Voluntary New York’s College Savings Program
Application Deadline
All applicants must apply online by close of day on March 15, 2024 to be considered for this position.
Please be sure to read the Notice to Applicants found on the Jobs with CCE page:
https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs
How To Apply: Applicants (including current employees of other Cornell Cooperative Extension Associations) must apply online through the APPLY button in this job posting. Current employees of Cornell Cooperative Extension Delaware County are considered internal applicants and must apply online through their Workday account which may be accessed here: http://workday.cornell.edu/ . For details on how to apply, visit: https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs/apply
Please submit resume, cover letter, and references. Consider indicating in your application all information you feel would be helpful for selection committee members to know. Once the application is submitted you will NOT be able to change your submission or add attachments. Be sure that you have followed all directions and requirements listed in the job posting.
No relocation or VISA sponsorship available.
Please contact Mandeep Virk-Baker, Association Executive Director, email mv463@cornell.edu with questions.
https://ccedelaware.org
Job Title:
Association Admin Asst II
Level:
006
Pay Rate Type:
Hourly
Company:
Contract College
Contact Name:
Lori North
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/.