Cornell Cooperative Extension of Wyoming County has an opening for a full-time Agriculture Department Administrative Assistant for the Warsaw, NY office.
Provide clerical/administrative support to the Agriculture program and general support of the Association. Responsibilities consist of diversified duties including: receiving and greeting customers and providing basic information on programs and events. Maintain Ag enrollment database using spreadsheet applications and database management tools. Perform word processing and desktop publishing to create, edit, format, and produce brochures, reports, office forms, newsletters, directories, correspondence. 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.
Serve as local information technology connection to the Shared Business Network for Cornell Cooperative Extension in Western New York (WSBN). This position will work closely with the WSBN regional IT Coordinator to ensure that the IT needs of the Wyoming County CCE staff are met in a timely and efficient manner.
High School Diploma or equivalent education.
Experience relevant to the role of the position.
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.
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.
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 web site maintenance and development.
Knowledge of accounting and record-keeping procedures for Extension programming.
Knowledge of Cooperative Extension agriculture department programs.
Administrative Coordination/Operation - 95% Program Support:
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, 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.
Use computer programs/software to format and combine text, photographs, charts, and other visual graphic elements to produce publication-ready material.
Process and maintain class enrollment and special event/program registrations and monies 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.
Maintain Ag enrollment. Update appropriate databases, website, and online registration system to reflect changes.
Assist with preparation of program support material as requested by Educators.
Maintain and update website and/or social media content related to the Agriculture programming area to ensure current and timely news and information.
Coordinate and maintain scheduling of rooms/facilities for Ag events. Assist with arrangements for refreshments, set-up of facility including telephone/video conferencing, clean-up, etc.
Serve as primary point of contact for reservation of learning center meeting facilities. Organize and maintain learning center meeting schedule and calendar.
Collect, receive and reconcile event and program receipts and monies. Prepare documentation related to program expenses or payments as directed.
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.
May provide backup and support in collaboration with the support staff team to the overall Association and other program areas as needed.
Association Technology Support (IT Contact):
Serve as a liaison between county Association staff, Wyoming County IT department, Regional IT Coordinator, and/or Cornell University IT.
Assist regional IT Coordinator in maintaining Association technology inventory and database. Includes assisting with the collection and transmitting necessary/required information for new devices, equipment, etc. and reporting/transmitting changes to Association equipment to IT Lead.
Under Supervision of Association Executive Director and in consultation with Regional IT Coordinator, assist with purchasing, installation, and updating staff/office computers.
Assist Association staff and/or regional IT Coordinator with installation, updates, and maintenance of software related to Association printers.
Assist Association staff and/or regional IT Coordinator with installation, maintenance, and updating of software related to networking equipment.
Assist Association staff and/or regional IT Coordinator with installation, maintenance and/or updating of general user software as needed/required. (Example: Anti-virus software, Adobe Acrobat, java, Office Suite).
Contact for rebooting network router if/when needed.
Assist Association in maintaining computer security standards according to Cornell University Policy. (Examples: enforce password protection and discourage password sharing, keep anti-virus software up-to-date)
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 - Applies 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 - Applies 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.
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.
POSITION DETAILS: This is a non-exempt, full-time position, 37.5 hours per week. $12.75 to $13.50 per hour based on experience. Excellent benefits, based on eligibility, including paid holidays, vacation, sick and personal time, health and dental insurance, NYSERS Retirement, Disability Insurance and more.
HOW TO APPLY: To be considered for this position, you must submit a complete online application and attach the following materials: cover letter, resume, references and a portfolio sample in PDF or Microsoft Word format.
IMPORTANT NOTE: Once the application is submitted you will not be able to change your submission or add attachments.
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.
Association Admin Asst II
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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.
In 1865, Ezra Cornell founded an institution "where any person can find instruction in any study." From the beginning, all students were welcome, regardless of race, gender, ideology, or socioeconomic status. Today, we invite you to join our talented and diverse students and accessible faculty who, together, form a living and learning community unmatched in its breadth of opportunities.Cornell Uni...versity's college, schools, and other academic units offer more than 4,000 courses, 70 undergraduate majors, 93 graduate fields of study, undergraduate and advanced degrees, and continuing education and outreach programs.