Cornell Cooperative Extension of Genesee County has an opening for an Administrative Assistant at the Batavia, NY office.
The Association Administrative Assistant provides high-level clerical and administrative support to the overall association and program educators as needed.
Responsibilities include diversified duties such as clerical and/or administrative, word processing, database manipulation, spreadsheet development and desktop publishing to create, edit, format and produce brochures, reports, office forms, newsletters, directories, and correspondence. Handle general recordkeeping and database management, performing routine data collection and compilation. Prepare various educational materials and coordinate event registration and catered and non-catered events.
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.- Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Publisher, and Excel.- Demonstrated ability to create, use, and maintain complex and unique databases of information.- 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.- Strong organizational skills and attention to detail.- 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:
Associate's Degree or technical/vocational school degree in business and/or secretarial science and 3 years of relevant experience.- Knowledge of accounting and record-keeping procedures for Extension programming.- Knowledge of 4-H Youth Development Programs and related procedures.- Proficiency with Adobe products such as Acrobat, InDesign, Photoshop, and Illustrator.- Experience with web site maintenance and development.
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. - Act as knowledgeable liaison for participants, volunteers, and general public by directing callers and visitors or provide basic information about programs and events.- Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.- Schedule and coordinate meetings, appointments, travel and special events as needed.- 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.- Process, track 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 files and database(s) for program and related administrative areas. - Maintain 4-H Youth Development enrollment. Update appropriate databases, website, and online registration system to reflect changes. - Effectively utilize Microsoft Access and/or other software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation.- Process and maintain agriculture and mailing lists. Update the appropriate databases to reflect changes. - Facilitate ordering and distribution of Cornell guidelines (Ag recommends).- Collect, receive and reconcile event and program receipts and monies. Prepare program expense reports.- Maintain up-to-date inventory of Master Gardener laboratory materials including soil testing supplies.- Support volunteer screening procedures for Association volunteers and maintain associated volunteer files per established guidelines. Maintain accurate volunteer and enrollment records.- Assist with preparation of program support material as requested by Educators. - Oversee daily mail processing and special mailings as necessary.- Ensure building and key security as needed, maintain accurate account of keys to CCE Kennedy building via the key log.- Handle cash receipts, publication sales, maintains cash receipts book according to established procedures.- Maintain petty cash and produce accurate monthly reconciliation summarizing departmental breakdown.- Process motor vehicle record checks and background screening for the Association.- Process / Prepare contracts for room and/or facility rentals by outside agencies.- Maintain and/or update website and/or social media program related content to ensure current and timely news and information. - Coordinate and maintain scheduling of rooms/facilities arrangements for meetings and events including refreshments, set-up of facility, telephone/video conferencing, clean-up, etc.- Operate basic office equipment including copiers, computers, calculators 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.- Collaborate with administrative staff to provide general office and reception coverage as necessary/required.- 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.- 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, supplies, materials and/or resources as necessary to perform position responsibilities.
Professional Improvement - 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 events as scheduled/required.
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.
Policy and Other Duties as Assigned - Applies to all duties and functions- 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. - Conduct all programming and activities in accordance with applicable federal, state, and local laws and regulations. - Aware of, and adheres to, established Cornell Cooperative Extension Association policies, procedures, processes, and 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 at all times. - Perform all assigned duties in a professional, timely, and accurate manner.- Maintain regular and predictable attendance and punctuality.
__
POSITION DETAILS
Expected Weekly Hours: 40 hours per week (Full-Time)Hourly Wage: $18.00 to $18.70 per hour , commensurate with experienceLocation: Batavia, NY office
Remote Status: Remote work is not available.
Benefits: Full benefits , based on eligibility, including:- Paid Vacation, Sick, and Personal leave- Paid Holidays- NYS Health Insurance Program (including Dental Insurance)- NYS Retirement (NYSERS)- Long-Term Disability Insurance- Employee Assistance Program (EAP)- Tax Deferred Annuity Plan- Flexible Spending Accounts- Group Universal Life Insurance- Personal Accidental Insurance- Legal Plan Insurance- Long Term Care Insurance- Auto and Homeowner's Insurance- Pet Insurance- New York's College Savings Program- Credit Counseling__
APPLICATION DEADLINE Apply online by 11:59pm EST on August 13, 2025
Review of applications will begin immediately. Position will remain open for applications until satisfactory pool has been identified. Contact Kimberly at wsbn-recruiter@cornell.edu with questions.
HOW TO APPLY
To be considered all applicants should:
Complete the Online Application
Attach a Coverletter and Resume
Include names and contact information of at least 3 Professional References
Upload ALL documents (PDF or MS Word format) at the beginning of the application process. This allows our system to pre-fill parts of the application and saves you time.
External Applicants (including current employees of other CCE offices): Submit application materials via the "APPLY" button located within this job posting. Please refer to Applying for a Job (External Candidate (http://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs/apply) ) for 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:
Association Admin Asst II
Level:
006
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.
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.
