Cornell Cooperative Extension of Chautauqua County has an opening for part-time Association Administrative Assistant working from the Jamestown, NY office.
The Association Administrative Assistant will provide clerical/administrative support to the overall Association and educators to ensure efficient operation of the office. Responsibilities consist of a variety of tasks related to organization and communication including receiving and greeting customers and providing basic information on programs and events. Perform word processing and desktop publishing to create, edit, format, and produce brochures, reports, office forms, newsletters, directories, correspondence.
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 and concisely communicate (speak, read, and write proficiently) in English.- Excellent verbal & written communication, organization, time management, attention to detail, multitasking, and problem-solving. - Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, 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 development.- Knowledge of accounting and record-keeping procedures for Extension programming.
ESSENTIAL FUNCTIONS Administrative Coordination/Operation - 95%- Assist staff in day-to-day coordination of business operational activities following standard operating procedures for efficient business operations. - Maintain pleasant relationships and exhibit polite and professional communication with the public and staff through a variety of contacts - walk-in office visitors, telephone, e-mail, and written correspondence. - Greet and welcome on-site visitors and guests as soon as they arrive at the office. - Answer incoming telephone calls, determine the purpose of callers and forward calls to appropriate staff or department.- Check voice mail and return messages, check Association e-mails, and respond or forward to appropriate educator as needed. - Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.- Receive, sort, and distribute daily mail, packages, and deliveries. - Maintain office security by following safety procedures and controlling access to working areas.- Prepare, edit, and format documents, promotional materials, and reports as requested.- Create and/or maintain electronic and physical filing systems.- Assemble and ensure delivery of Association newsletters, including execution and maintenance of bulk permits.- Serve as the records management officer of the Association.- Create and maintain organized and up-to-date files and database(s) for Association and programs. - Process and maintain event registrations and monies as per established policy.- Coordinate telephone/video conferencing, as necessary.- Assist with event planning and coordination. - Maintain appropriate inventory of office supplies. Communicate needs and make recommendations for the purchase of supplies. Place orders as appropriate according to established procedure. - Assist with maintaining and/or updating website(s) and/or social media content to ensure current and timely news and information. - Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher. - Prepare electronic payment (currently PayPal) deposits and enter into accounting software (currently Acumatica).- Make bank deposits as needed and enter deposit details into accounting software (currently Acumatica).- Assist in providing administrative support to the Board of Directors as appropriate under guidance and oversight from Executive Director and/or Board President (i.e., schedule meetings, send meeting reminders, prepare board agenda, prepare board packets, prepare meeting minutes, provide all on-going and annual support to the board). - Review 4-H enrollment records, record payments in 4HOnline, and assist with modifying 4-H enrollments of members and volunteers.- 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 - 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: 20 hours per week (Part-Time)Hourly Wage: $16.00 to $18.00 per hour based on experienceLocation: Based from the Jamestown, NY office Remote Status: Remote work is not available .Benefits: Benefits, based on eligibility, including:- Paid Vacation, Sick, and Personal leave- Paid Holidays- NYS Health Insurance Program (including Dental Insurance)- NYS Retirement (NYSERS)- Tax Deferred Annuity Plan- Long-Term Disability - Employee Assistance Program (EAP)- Flexible Spending Accounts- Term Life Insurance- Personal Accidental Insurance- Legal Plan Insurance- Auto and Homeowner's Insurance- Pet Insurance- New York's 529 College Savings Program__
APPLICATION DEADLINE Apply online by 11:59pm EST on February 17, 2026
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.
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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 Cover Letter and Resume (3) Upload/attach 2 Professional References
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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 I
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.
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.
