What are the responsibilities and job description for the Administrative Assistant position at Cornell Cooperative Extension?
Cornell Cooperative Extension of Niagara County has an opening for a full-time Administrative Assistant working from the Lockport, NY office.
The Administrative Assistant will serve as a member of the association support staff team that provides clerical/administrative support to the overall association and educators as needed. Responsibilities include serving as the office receptionist to receive visitors/customers and answering phone calls; basic word processing; supporting educators and volunteers as needed; maintaining enrollment and event registration as needed.
REQUIRED QUALIFICATIONS
ESSENTIAL FUNCTIONS
Administrative Coordination/Operation - 95%
READ THE APPLICATION INSTRUCTIONS BELOW
Job Title:
Association Admin Asst I
The Administrative Assistant will serve as a member of the association support staff team that provides clerical/administrative support to the overall association and educators as needed. Responsibilities include serving as the office receptionist to receive visitors/customers and answering phone calls; basic word processing; supporting educators and volunteers as needed; maintaining enrollment and event registration as needed.
REQUIRED QUALIFICATIONS
- 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 work flexible hours, which may include evenings and/or weekends, as appropriate.
- Ability to clearly communicate (speak, read, and write proficiently) in English.
- 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.
- Ability, experience, and willingness to work with diverse audiences and maintain cultural sensitivity.
- 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 provided to enable individuals to perform the essential functions.
PREFERRED QUALIFICATIONS
- Associate's Degree or technical/vocational school degree in business and/or secretarial science and 3 years of relevant experience.
- Experience with web site maintenance and support.
- Knowledge of 4-H Youth Development, agricultural programming, and related procedures.
- Current/Active Notary Public License or willingness to obtain Notary Public License.
- Experience with Adobe products such as Acrobat, InDesign, Photoshop, and Illustrator.
ESSENTIAL FUNCTIONS
Administrative Coordination/Operation - 95%
- Maintain pleasant relationship with the public through variety of contacts – walk-in office visitors, telephone, email, and written correspondence. Direct callers and visitors or provide information.
- Schedule and coordinate meetings, appointments, travel, and special events as needed.
- Assist with coordination of scheduling of rooms/facilities arrangements for meetings and events including refreshments, set-up of facility, telephone/video conferencing, clean-up, etc.
- Coordinate and maintain scheduling of catering/room reservation process. Review the calendar on a daily basis.
- Coordinate storage activities for Association including but not limited to: preparing storage contracts, communications with storage customers, assist with marketing, etc.
- Coordinate business and food vendors for the Niagara County Fair including but not limited to preparing vendor contracts, placement of vendor space, communications with vendors, assist with marketing, etc.
- Provide administrative support for staff meetings and other events as deemed necessary by the Executive Director. Meetings may be outside regular office business hours, as needed.
- Assist with preparation of program support material as requested by Educators and other staff.
- Assist with the preparation, distribution, proofreading and mailing of promotional materials such as brochures, newsletters, event flyers, certificates, etc.
- Create and maintain organized and up-to-date files and database(s) for program and related administrative areas.
- Receive payments and issue receipts from visitors as needed.
- Process and maintain enrollment and special event/program registrations and monies per established policy ensuring accuracy, security and confidentiality of all data and information.
- Assist with County Fair preparations.
- Maintain organized and up-to-date program and related administrative files and databases.
- Maintain a working knowledge of postal mail regulations and ensure adequate postage and supplies are available.
- Maintain inventory of general office supplies and equipment. Place orders and purchases, as necessary.
- Trouble-shoot minor problems and/or may call for more complete repairs.
- Identify operational problems, issues, concerns, and possible solutions. Under guidance from supervisor, take appropriate corrective action.
- 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.
- Transport self and/or program materials/resources necessary for 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 training 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.
______________________________________________________________________________
POSITION DETAILS
- Full-time, non-exempt position, scheduled to work 37.5 hours per week.
- Based at the Lockport, NY office.
- Onsite work required. Not eligible for remote or hybrid scheduling due to the nature of the work.
- No Relocation or VISA sponsorship available.
______________________________________________________________________________
COMPENSATION and BENEFITS
$17.00 to $20.00 per hour commensurate with knowledge, skills, experience, and abilities.
$17.00 to $20.00 per hour commensurate with knowledge, skills, experience, and abilities.
Excellent benefits, based on eligibility, including:
- Vacation, Sick and Personal time
- Paid Holidays
- NYS Health Insurance Program (including Dental Insurance)
- NYS Retirement
- Long-term Disability Insurance
- Voluntary Tax Deferred Annuity
- 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
Review of applications will begin immediately. Position may remain open for applications until satisfactory pool has been identified.
Apply online by 11:59pm EST on April 10, 2025
Review of applications will begin immediately. Position may remain open for applications until satisfactory pool has been identified.
Apply online by 11:59pm EST on April 10, 2025
Contact Kimberly at
______________________________________________________________________________
wsbn-recruiter@cornell.edu
with questions.______________________________________________________________________________
HOW TO APPLY
Upload *ALL* documents (PDF or MS Word format) at the beginning of the application process. This allows the system to pre-fill the application and saves you time.
Upload *ALL* documents (PDF or MS Word format) at the beginning of the application process. This allows the system to pre-fill the application and saves you time.
To be considered all applicants are requested to:
(1) Complete all sections of the Online Application
(2) Upload/attach a Cover Letter
(2) Upload/attach a Resume
(2) Upload/attach a Cover Letter
(2) Upload/attach a Resume
READ THE APPLICATION INSTRUCTIONS BELOW
- External Applicants (including current employees of other CCE offices): Submit application materials via the "APPLY" button located within this job posting. Please refer toApplying for a Job (External Candidatefor additional guidance.
- Internal Applicants (current employees working at this CCE office): Apply via Workday under the "Career, Talent and Performance" section.
______________________________________________________________________________
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 you may participate in the selection process you are encouraged to contact the recruiter listed above.
______________________________________________________________________________
______________________________________________________________________________
No relocation or VISA Sponsorship available.
______________________________________________________________________________
Job Title:
Level:
007
Pay Rate Type:
Hourly
Company:
Contract College
Contact Name:
Kimberly Amey
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
. 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.Salary : $17 - $20
