Operations Coordinator - Liberty, NY

The Cornell Cooperative Extension Sullivan County Operations Coordinator assists with administrative coordination for all Association Operations as well as assigned local human resources, facility, and information technology responsibilities. This position performs a low amount of moderately complex tasks to support the Association, within the Human Resources and Information Technology areas. This position will work closely with SBN Human Resources and IT Leads to assist the Association with ensuring that functional area best practice recommendations are implemented in accordance with established timeframes. This position will reach out to SBN functional area Leads for assistance and troubleshooting, as directed. This position will perform job duties with a moderate level of initiative and limited discretion, while maintaining a high level of confidentiality. Assists with strategic social media marketing, advertisement coordination, video editing, copy writing/editing, press releases, web management, spreadsheet development, and desktop publishing to create, edit, format and produce large scale mailings, flyers, brochures, reports, office forms, magazines, directories, and correspondence. Handles general recordkeeping and database management, assisting with performing routine data collection, compilation, and develop visual graphics. Prepare various educational materials and coordinate event registration, including catered and non-catered events. Providing general office and customer service/reception is central to the role. Arrange, organize, and support requested meetings and functions and coordinate facilities access with staff, volunteers, and visitors. Maintains meeting rooms, inventory, signage, and other facility support as needed. Supports Association Diversity, Equity, & Inclusion efforts and works to sustain a welcoming, respectful environment internally and with the public.

    

Required Qualifications:

• Associate’s Degree or Equivalent Education. GED/High School Diploma plus 1-year transferrable program/functional experience may substitute.
• 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, Publisher, and Excel.
• Experience using social media platforms, especially Facebook, Instagram, and YouTube.
• Ability to plan and organize 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, youth, and professional leaders.
• Ability to meet travel requirements associated with this position.
• Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
• Experience in database entry.
• Experience in publishing public materials (magazines, press releases, etc.).
• Experience in Information Technology services.

Preferred Qualifications:

• Experience in working effectively in collective team efforts.
• Experience in collaborating with volunteers and interns. 
• Ability to identify and utilize local resources from the community.
• Proficiency or basic experience using Adobe Creative Cloud programs, especially Acrobat, InDesign, Illustrator, Photoshop, and Premiere/Rush.

Responsibilities/Essential Functions:

Administrative Responsibilities:
Direction - 10 %

• Participate actively to assist with administrative and program team discussions, providing administrative knowledge-based input into the development of but not limited to the use of technology, data systems and evaluation systems.
• Contribute actively to assist with administrative portions of planning, evaluation protocols, specifically relative to the use of the administrative systems to collect, track and report evaluation data..
• Assist with planning marketing efforts.
• May assist with planning for the Association’s volunteer staffing needs.

Management - 10 %

• Assist with reviewing, assessing, and verifying the completeness, accuracy and timeliness of all enrollment data and payments received.
• Assist with ensuring security and confidentiality of enrollment, registration, and payment data and information.
• Identify operational problems, issues, concerns, and possible solutions and collaborate with Supervisor to take appropriate corrective action.
• Assist with onboarding new staff and volunteers on navigating relevant administrative policies, procedures, technology systems, and guiding principles through orientation and ongoing support.
• Provide information to program volunteers as needed related to administrative tasks for program.

Coordination/Operation - 75 %

• Answer all general inquiries and correspondence in a timely manner from general email account, phone, voicemail, social media direct messages and comments, website, and mail using generic (pre-determined) responses or forward to appropriate staff for follow up.
• With moderate initiative and limited discretion, assist with screening, responding to and assisting constituents via phone calls, email, and written correspondence.
• Provide administrative support to the Association and all program areas.
• Conduct mailings, make calls and distribute surveys with participants and constituents for all programs.
• Update participant evaluations, forms, flyers, and promotional materials for all programs as needed based on Supervisor direction and prepared program materials.
• Assist program leadership to maintain trust-based working relationships with racially and culturally diverse participants, partners, community organizations and other key stakeholders in order to gain support for administrative work and communications with the community.
• Schedule and coordinate meetings, appointments, travel, and special events as needed.
• Assist with the production (develop, edit, format, and publish) of word processing documents including but not limited to letters, newspaper/radio releases, and reports.
• Assist with the preparation, distribution, proofreading and mailing of brochures, magazines, event flyers, certificates, and other publicity.
• With moderate initiative and limited discretion, assist with planning for delegated and assigned administrative functions in marketing, mass and social media marketing efforts.
• Create and maintain organized and up-to-date files and database(s) for program and related administrative areas.
• Effectively utilize software programs to assist with performing routine data collection utilizing worksheets and databases for data entry and report generation.
• Process and maintain magazine subscriptions and enrollments.
• Timely print and mailing of newsletters and magazines as assigned.
• Maintain up-to-date inventory of all building, pantry, and office supplies.
• Operate/maintain basic office equipment including copiers, computers, calculators, postage meters; and other office equipment deemed as necessary. Trouble-shoot problems and coordinate more complete repairs.
• Coordinate and maintain scheduling of catering/room reservation process. Review the calendar daily.
• Assist with conducting employee orientation including to provide tours of buildings and grounds; provide staff with appropriate door codes, telephone access information, computers, supplies, etc. as directed.
• Coordinate refreshments, room set-up, and clean-up for meetings and events.
• Coordinate telephone/video conferencing and other technology as local IT contact, with guidance of regional IT lead.
• With moderate initiative and limited discretion, process and maintain class and special event registrations, web publicity, and monies as per established policy and procedure, and follow up with program staff.
• Collaborate with administrative staff to provide general office and reception support as necessary/required.
• Gather information requested by Board Members, Administrative Team, and Executive Director.
• Provide administrative support to Administrative Team on confidential matters.
• Provide administrative support to Human Resources Function, as needed.
• Provide administrative support to Marketing Function, as needed.

Professional Improvement - 5%

• In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan to increase competencies relative to position accountabilities and to address changes and Association priorities.
• Collaborate in activities that are in general support of Cornell Cooperative Extension and perform other duties as assigned.

Health and Safety - Applied to all duties and functions.

• Support the Association to maintain a safe working environment.
• Be familiar with and strive to follow any applicable federal, state, local regulations, Association health and safety policy/procedure/requirements and standards.
• Act proactively to prevent accidents/injuries and communicate hazards to supervisors when identified.

EEO/EPO and Policy - Applied 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.
• Aware of, and adheres to, established Cornell Cooperative Extension Association Sullivan County policies, procedures, and Cornell Cooperative Extension Skills for Success.
• Contribute to the overall success of the organization by performing all assigned duties in a professional, timely, and accurate manner.

This is a full time, 37.5 hours per week, benefits eligible, non-exempt position. Compensation paid at the rate of $22.22 per hour.  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

Please be sure to read the Notice to Applicants found on the Jobs with CCE page:

https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs

How To Apply:  Applicants (including current employees of other Cornell Cooperative Extension Associations) must apply online through the APPLY button in this job posting. Current employees of Cornell Cooperative Extension Sullivan County are considered internal applicants and must apply online through their Workday account which may be accessed here: http://workday.cornell.edu/ .  For details on how to apply, visit: https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs/apply

All applicants are requested to submit a cover letter, resume and indicate three individuals who may be contacted as a reference.  Please consider indicating in your application all information you feel would be helpful for selection committee members to know.   Once the application is submitted you will NOT be able to change your submission or add attachments. Be sure that you have followed all directions and requirements listed in the job posting. 

All applications must be received on-line by February 20, 2024. Position closing dates may change based on Association needs.

No relocation or VISA Sponsorship available.

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. For additional questions or if you require an accommodation so you may participate in the selection process you are encouraged to contact Leah Cadwallader, Regional Human Resources Manager, e-mail [email protected] or (845) 340-3990x314.

  

Job Title:

Association Operations Coordinator I

Level:

005

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Leah Cadwallader

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.