Association Operations Coordinator - Rochester, NY

Cornell Cooperative Extension of Monroe County has an opening for a full-time Operations Coordinator working on-site at the Rochester, NY office.
The Operations Coordinator will provide high-level administrative direction, management, and coordination for Association operations as well as within the Finance, Human Resources, and Information Technology areas.
The Operations Coordinator will work closely with the Executive Director and Western Region Shared Business Network (WSBN) Team to ensure that functional area best practice recommendations are implemented in accordance with established timeframes.
The Operations Coordinator is an internal and external customer service position working on-site from the Rochester, NY office daily to support day-to-day office and programming efforts.

    

REQUIRED QUALIFICATIONS
•    Associate’s Degree or equivalent education (High School Diploma/GED and 1 year of transferrable functional experience).
•    Demonstrated, proven experience and expertise 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 and willingness to work with diverse audiences and maintain cultural sensitivity.
•    Demonstrated, high level proficient with computer operations in the Windows operating system, one or more major double-entry accounting software programs, and Microsoft Office Suite including Excel. 
•    Demonstrated proficiency with Adobe products such as Acrobat Photoshop, InDesign, Illustrator, and other graphic design programs.
•    Demonstrated familiarity with office management procedures and basic accounting principles
•    Demonstrated ability to create, use, and maintain complex and unique databases of information
•    Ability to read, analyze, and interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 
•    Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 
•    Ability to prepare and maintain accurate, error-free financial and statistical records. 
•    Ability to ensure confidentiality of information relating to sensitive financial and personnel matters at all times.
•    Ability to organize, manage, and prioritize multiple tasks, deadlines, requirements, and priorities to complete work in a timely manner and within established deadlines.
•    Ability to work cooperatively, establish and maintain effective working relationships with members of the Association in order to accomplish planned Association objectives.
•    Ability and willingness to work with a high degree of integrity, accuracy, organization, and sound professional judgment to effectively relate to people in order to accomplish Association’s goals. 
•    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 tools, as well as electronic technology (e.g., video, audio, computers, etc.).
•    Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
•    Ability to relate effectively to co-workers, advisors, community, and professional leaders.
•    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 
•    Bachelor’s degree in accounting business or closely related field.
•    Experience with non-profit finance is desirable.
•    Current/Active Notary Public License or willingness to obtain Notary Public License.
•    Knowledge of accounting and record-keeping procedures for Extension programming.
•    Experience in budget preparation and management, accounts receivable/payable tracking, expense/revenue tracking, cash flow tracking, reconciliation, reporting, compliance, financial statement preparation. 
•    Experience with web site maintenance and support.

ESSENTIAL FUNCTIONS
Administrative Direction - 10%
•    Assist and support program leadership by actively participating in team discussions, providing administrative knowledge-based input into the development of policies and procedures, planning, evaluation protocols, organizing systems for newly emerging programs and revisions of existing programs.
•    Assist with providing administrative staff direction and support to accomplish assigned tasks.
•    Assist with planning the overall administration of the Association.
•    Communicate the need, and make recommendations for, the purchase of equipment and supplies. 
•    Assist with research, planning and preparation of grants and contracts.
•    Make recommendations for strengthening and improving the marketing plans.

Financial Direction:
•    Assist with developing Association financial strategies that adhere to all applicable laws, regulations and CCE guidelines for compliance, utilizing the SBN Finance Manager for high-level guidance and recommendations.
•    Assist Supervisor, finance staff, and program staff to plan for and develop grants/contracts as needed.

Human Resource Direction:
•    Assist with planning for staffing needs of the Association
•    Assist the Executive Director with developing Association Human Resource policies and procedures.
•    Assist with ensuring Civil Rights/Affirmative Action and Sexual Harassment training for staff annually. 

Marketing/Communication Direction:
•    Assist with planning association marketing including publications, news releases, annual report, website, and annual meeting.

Administrative Management - 15%
•    Assist in managing reception area/welcome desk to ensure appropriate coverage and needs are met related to meeting room reservation and door locks. 
•    Assist in identifying ways to reduce costs and maximize existing resources within the Association.
•    Assist Executive Director with management of grants and funding opportunities including research, brainstorming, proofreading, managing timelines, monitoring expenditures, and working with staff to ensure each project is meeting deadlines and expectations.
•    Identify operational problems, issues, concerns, and possible solutions. Collaborate with Supervisor and other  staff to take appropriate corrective action. Provide supervision of assigned support staff, including scheduling, assignment of duties, training as needed, oversight/inspection of work, assisting with performing annual reviews, etc. seeking guidance and support from the Executive Director, as necessary.

Financial Management:
•    Responsible for management of accounting computer operations including:
* Cash receipts entries, accounts receivable invoices.
* Vouchers for cash disbursements and accounts payable entry.
* Cash handling and recording procedures.
•    Ensure payments, petty cash and other financial transactions are processed accurately and timely.
•    Ensure periodic physical inventories of the Association’s fixed assets are complete.

Human Resources Management:
•    Under direct supervision of the Executive Director, manage the implementation of Human Resource policies and procedures ensuring consistent application in line with requirements established by the Board of Directors, Cornell Cooperative Extension, state, or federal law.
•    Ensure non-exempt staff timecards are reviewed and approved by established deadlines.
•    Ensure HR transactions including but not limited to hire, promotion, separation, family medical leave, extended medical leave, etc. are processed in a timely manner as necessary. 
•    Assist Executive Director, Supervisors and WSBN Lead HR Manager with development and updating of position descriptions.
•    Ensure that each employee completes mandatory annual trainings, including but not limited to sexual harassment training and Title VI civil rights training.
•    Ensure that all required civil rights and employment information is posted clearly in the office.

Marketing/Communication Management:
•    Manage the Association’s annual reports, newsletters, legislative updates, social media communications (Facebook, Instagram, and Website), press releases, public relations and event marketing and fundraising marketing/communications.
•    Assist with ensuring social media security by both creating and providing oversite for Association specific accounts and passwords shared with the Association leadership team. 

Administrative Coordination/Operation - 70%
•    With high initiative and discretion, perform a moderate amount of highly complex tasks to support the administration of the Association. 
•    Assist staff in day-to-day coordination of business operational activities following standard operating procedures for efficient business operations. 
•    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 forwards calls to appropriate staff or department.
•    Check voice mails and return messages, check association e-mails, and respond or forward to appropriate educator as needed. 
•    Maintain pleasant and responsive relationships with the public and staff.
•    Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.
•    Maintain office security by following safety procedures and controlling access to working areas.
•    Maintain and update website(s) and/or social media content to ensure current and timely news and information. 
•    Serve as Association Records Management Officer. Maintain, designate, classify, inventory, and preserve Association records and program files in accordance with NYS and Association retention requirements and schedules.
•    Serve as Association Safety/Risk Management Officer performing associated duties as directed. 
•    Serve as liaison between Association staff and PW Wood for Certificates of Insurance. Maintain contract files.
•    Provide administrative support to the Executive Director including assisting with high-level and confidential document and communication preparation, fundraising coordination, and annual fund development initiatives.
•    Assists with CRM system for Association.
•    Coordinate Association annual compliance reporting and record keeping. 
•    Provide administrative support for monthly staff meetings via preparation of announcements and agendas, recording and typing of meeting minutes, tracking action items, implementation of follow-up activities and maintaining necessary documentation/files. 
•    Maintain appropriate inventory of office supplies. Communicate needs and make recommendations for the purchase of supplies. Place orders as appropriate according to established procedure. 
•    Effectively maintain existing professional relationships with other agencies, organizations, vendors, and businesses.
•    Submit required reports to Cornell University and/or Cooperative Extension Administration, as necessary. 
•    Coordinate the compilation and authentication of necessary documentation for accreditation and compliance reviews.
•    Create and maintain organized and up-to-date administrative files and databases.
•    Participate in special projects including but not limited to volunteer trainings, County Fair, Fundraising, enrollment campaign, and other extension association activities, as assigned. 
•    Submit required reports to Cornell University and/or Cooperative Extension Administration, as necessary. 
•    Assist with the compilation and authentication of necessary documentation for accreditation and compliance reviews.
•    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 Association materials/resources in performing position responsibilities.

Financial Operations:
•    Perform accounting functions according to association policy (FORM codes) including, but not limited to:
   * A/P vouchering/entry into accounting software.
   * A/P check payments – process checks after proper authorization and verification with appropriate staff.
   * Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher. 
•    Make bank deposits as needed.
•    Procure certificates of insurance; determine disability and indirect costs as required for grant budget development as requested.
•    Collaborate with WSBN HR/Finance staff and HROne with regard to unemployment claims and verification.

Marketing/Communication:
•    Assist with implementation of communication and marketing plans including annual reports, newsletters, legislative updates, social media communications (Facebook, Twitter, and Website), press releases, public relations and event marketing and fund-raising marketing/communications.
•    Coordinate with Executive Director and program staff to design, develop, and maintain association website and association social media including but not limited to Facebook, Twitter, Linked In, etc. based on established policy.
•    Support educator staff with preparation of program brochures and fliers as well as general Association brochures and displays with Executive Director and/or supervisor guidance. 
•    In coordination with staff, respond to general requests for information about CCE programs, activities, and grants in the community.

Human Resource Support:
•    Collaborate with Executive Director and SBN staff to coordinate and implement Association HR personnel policies, standard operating procedures, ensure up-to-date legal postings as appropriate, and complete special reports/projects relating to HR.
•    Assist Executive Director, Supervisors and SBN Lead HR Manager with development and updating of position descriptions.
•    Serve as the Association Human Resources and Payroll Representative.
•    Serve as Right to Know, American Disabilities Act, and Affirmative Action and Diversity Plan representative.
•    Act as liaison between the Association and CCE administration’s HR team, WSBN HR Team, PW Wood, and HR One Consulting, Inc.  
•    Assist Executive Director to ensure Association employees completes mandatory annual trainings, including but not limited to sexual harassment and Title VI civil rights training.
•    Manage employee related incident reports and coordinate Worker’s Compensation process as needed.
•    Coordinate delivery of staff development training including supervisory training, volunteer management, CRM, Workday, and annual reporting. Records and monitor staff training to ensure compliance.
•    Maintain personnel files per established procedures and protocol, including records retention, to comply with all state and federal laws, and Cornell Cooperative Extension and University policies and procedures. Perform file audits to ensure that all required employee documentation is collected and maintained according to established policies and procedures.
•    Prepare and transmit HR/Personnel transaction forms to the WSBN staff for processing into Workday.
•    Coordinate and implement on boarding for new hires including ensuring completion of Form I-9, providing general office orientation and benefits information in compliance with established policies and procedures. 
•    Complete personnel file audits to ensure all required employee documentation is collected and maintained according to established policies and procedures.
•    Coordinate and implement payroll procedures, best practices, and training for employees and supervisors as needed per established protocols and requirements.
•    Maintain and reconcile Association leave accruals and records in accordance with established policy and procedures.
•    Coordinate and implement affirmative action/EEO compliant hiring procedures to include position advertisements, position announcements, supporting search committee chairs, and maintenance of search files, etc. in order to meet the Association and system requirements.
•    Prepare staff communications including offer letters, position change letters, and termination paperwork. 
•    Coordinate and implement on-boarding and new hire orientation for Association new hires including ensuring completion of Form I-9, providing general office orientation, and benefits information in compliance with established policies and procedures. 
•    Conduct background and MVR checks via established protocol, as necessary.

Board of Director and Committee Support:
•    Assist in providing administrative support to the Board of Directors and Extension Foundation as appropriate (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). 
•    Assist with  communication to Board of Directors and committees to set-up meetings, follow-up on requests and provide general reports and information.
•    Update and prepare resources and materials for board of director meetings and committees under guidance and oversight from Executive Director and/or Board President.
•    Update and prepare resources for annual board orientation under guidance and oversight from Executive Director and/or Board President.

Association Technology Support (IT Contact):
•    Serve as a liaison between county Association staff, WSBN Lead IT Manager and/or Cornell University IT.
•    Assist WSBN Lead IT Manager in maintaining Association technology inventory and database. Includes assisting with the collection and transmitting necessary/required information for new devices, equipment, etc. and reporting/transmitting changes to Association equipment to IT Lead.
•    Under Supervision of Association Executive Director and in consultation with WSBN Lead IT Manager, assist with purchasing, installation, and updating staff/office computers.
•    Assist Association staff and/or WSBN Lead IT Manager with installation, updates, and maintenance of software related to Association printers.
•    Assist Association staff and/SBN Lead IT Manager Coordinator with installation, maintenance and/or updating of general user software as needed/required. (Example: Anti-virus software, Adobe Acrobat, java, Office Suite) as well as software related to networking equipment.
•    Contact for rebooting network router if/when needed.
•    Assist Association in maintaining computer security standards according to Cornell University Policy. (Examples: enforce password protection and discourage password sharing, keep anti-virus software up-to-date)

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. Position requires on-site presence at the Rochester office daily. Arrive on time and remain on site for all scheduled activities and duties. 

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 and procedures and Cornell Skills for Success. 
•    Contribute to the overall success of the Association 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, schedule to work 40 hours per week on-site at the Rochester, NY office. Remote work is not an available for this position

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COMPENSATION and BENEFITS

$24.500 to $26.50 per hour, commensurate with education, skill, and experience.

Excellent benefits, based on eligibility, including:

• Vacation, Sick and Personal time

• Paid Holidays

• NYS Health Insurance Program (including free 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

• and more!

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APPLICATION DEADLINE

Review of applications will begin immediately. Position will remain open for applications until satisfactory pool has been identified.

Apply online by 11:59pm EST on March 28, 2024

Contact Kimberly at [email protected] with questions.

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HOW TO APPLY

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.

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 contact information for 3 Professional References

READ THE APPLICATION INSTRUCTIONS BELOW TO BE SURE YOU ARE UPLOADING DOCUMENTS AS REQUESTED

• 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 for additional guidance. 

• Internal Applicants (current employees working at this CCE office): Apply via  Workday under the "Career, Talent and Performance" section.

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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.

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No relocation or VISA Sponsorship available.

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Job Title:

Association Operations Coordinator II

Level:

004

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.