Administrative Assistant - Warsaw, NY

REQUIRED QUALIFICATIONS

• High School Diploma or equivalent education.
• Experience relevant to the role of the position.
• Ability to clearly communicate (speak, read, and write proficiently) in English.
• Ability to meet travel requirements associated with this position.
• Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
• Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
• 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 to relate effectively to co-workers, advisors, community, and professional leaders.
• Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Publisher, and Excel.
• 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.

PREFERRED QUALIFICATIONS

• Knowledge of 4-H Youth Development Programs and related procedures.
• Experience in collaborating with volunteers.
• Experience in record keeping, data management, customer service and general office functions.
• Proficiency with Adobe products such as Acrobat, InDesign, Photoshop, and Illustrator.
• Knowledge of accounting and record-keeping procedures for youth programming.
• Experience with web site maintenance and support.
• Proficiency with Adobe products such as Acrobat, InDesign, Photoshop, and Illustrator.

ESSENTIAL FUNCTIONS

Administrative Coordination/Operation - 95%

• Maintain pleasant relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence. Answer phones, check and return messages, check, and respond to emails.
• Act as knowledgeable liaison for participants, volunteers, and general public.
• Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.
• Produce (develop, edit, format, and publish) word processing documents including 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 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.
• Prepare, use, and maintain 4-H Youth Development and Ag enrollment. Update appropriate databases, website, and online registration system to reflect changes.
• Process program registrations and generate registration information for educational events.
• Assist with preparation of program support material as requested by Educators.
• Maintain accurate files, records, and other related programs reports and files as required.
• Maintain Ag enrollment. Update appropriate databases, website, and online registration system to reflect changes.
• Maintain supplies and process requests for soil samples.
• Maintain and update website and/or social media content related to 4-H Youth Development programming area to ensure current and timely news and information.
• Assist with coordination of scheduling of rooms/facilities arrangements for 4-H Youth Development and/or Ag meetings and events including refreshments, set-up of facility, telephone/video conferencing, clean-up, etc.
• Prepare and receive event and program related invoices and prepare documentation for payment.
• Collect, receive, and reconcile event and program receipts and monies. Prepare program expense reports.
• Operate basic office equipment. 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.
• Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures.
• Maintain confidentiality of all information and data collected, accessed and/or maintained.
• 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.
• Maintain regular and predictable attendance and punctuality.

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

• 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 Association 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.

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POSITION DETAILS

This is a full-time, non-exempt position, temporary position scheduled to work 40 hours per week through December 31, 2023.

This position will work on-site at the Warsaw, New York office.

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COMPENSATION

Hourly wage of $14.20 per hour.

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APPLICATION DEADLINE

Review of applications will begin immediately. Apply online by 11:59pm EST on July 27, 2023.

Contact Kimberly at with questions.

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HOW TO APPLY

To be considered all applicants are requested to:

(1) Complete all sections of the Online Application

(2) Upload/attach a Resume

(3) Upload/attach contact information for 3 Professional References

Upload all documents (PDF or MS Word format) at the beginning of the application process. This allows the system to pre-fill parts of the application.

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No relocation or VISA Sponsorship available.

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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.

Notice to Applicants: Please read the required . 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.