CCE of Albany County Administrative Coordinator, SNAP-Ed – Voorheesville, NY

Updated: about 2 months ago
Location: New York City, NEW YORK
Job Type: FullTime

The Administrative Coordinator provides administrative support as part of the Capital Region Supplemental Nutrition Assistance Program Education (SNAP-Ed) Program. The position also assists the supervisor with management tasks including reviewing staff expenses, program data recording/reporting, and staff time and attendance records.
Administrative duties are varied, requiring a high degree of initiative and ability to plan short and long-term work projects, working in collaboration with the Capital Region SNAP-Ed team. Requires making decisions within the established policies, guidelines and procedures of the Association, and the SNAP-Ed program.

    

Application Instructions

In the My Information section be sure to enter your full name, address, email, and phone number(s).  

Include a cover letter, resume and at least three references (at least one who is a current or former supervisor or teacher).  To attach documents, under the My Experience section use the Select Files button to search for files or use the Drop Files Here box to drag documents into your application. If you plan to upload more than one document, click the Upload icon for each additional document. Please note, once your application is submitted you will not be able to change your submission or add attachments.  If you would like to add or update documents to your online application after submission, please contact Jim McNaughton, Association Lead Human Resources Manager, via e-mail jpm373@cornell.edu .

External Applicants: (including current employees of other Cornell Cooperative Extension Associations) please refer to Applying for a Job with Cornell Cooperative Extension (External Candidate) for additional guidance.  

All Internal Applicants: Those who are currently employed by the Cornell Cooperative Extension Association indicated in this job posting must apply online via their employee Workday account, which may be accessed here: http://workday.cornell.edu/

Apply By

All applications must be received on-line by May 12, 2022. Position closing dates may change based on Association needs.

Required Qualifications

  • Associates Degree A GED/High School Diploma plus 1 year of transferable functional experience may substitute for an Associate’s degree.

  • Experience relevant to the role of the position.

  • Ability to help ensure diverse, equitable, and inclusive environments.

  • Ability to meet occasional travel demands of the position.   A valid NYS driver's license and ability to drive and driving record acceptable for agency insurance coverage are required.

  • Ability to work flexible hours, which may include early mornings, evenings, and weekends.

  • Ability to demonstrate positive customer service skills, good communication skills and work well in a busy program setting.

  • Ability to thrive in an office environment with frequent distractions and opportunities to demonstrate positive collaboration amongst staff and community agencies. 

  • Computer Skills: High level skills in word processing (Microsoft Word), spreadsheet (Microsoft Excel), database and internet software. Demonstrated ability to perform advanced MS Excel and database functions including creating, manipulating, reporting and maintaining electronic spreadsheets and databases.

  • Ability to read and interpret documents such as instructions and procedure manuals.  Ability to write routine correspondence.

  • Ability to speak effectively with external customers and employees.

  • Able to use good judgment in analyzing facts and circumstances surrounding work situation problems or transactions and in determining action to be taken within limits of standard or accepted practice.

  • Ability to handle administrative details, to work under pressure, and organize work into priorities with emphasis on effective time management.

  • Demonstrated ability to work independently, and also work effectively as an administrative team member within the regional program, delegating staff work assignments and overseeing staff timekeeping records.

  • Work Environment – In addition to the Working Conditions; the work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions. This position works in a typical office environment. In addition, the position regularly lifts, moves, or transports program related materials and equipment.   

Preferred Qualifications

  • General bookkeeping experience.

Position Responsibilities & Essential Functions

Administrative Responsibilities:

Direction – 5%

  • Assist with planning for administrative functions, expenses, data, and staffing needs and schedules of the Capital Region SNAP-Ed Program.

Management – 30%

  • Assist with managing administrative functions including expenses, staffing needs, data base management, and program referrals.

  • Manage the Capital Region SNAP-Ed Program Evaluation and Reporting System (PEARS) data collection and reporting schedules. Communicate with supervisor and program staff to ensure accurate and timely data collection. Help evaluate the PEARS data surveys and processes as needed.

  • Serve as Workday Timekeeper for non-exempt SNAP-Ed staff: review and approve timecards; coordinates time-off requests and calendar; track staff accruals in collaboration with administration team staff; provides timecard and Workday-related technical assistance to staff.

  • Quickly identifies and reports to the supervisor issues or problems that arise. Offers solutions to help ensure program needs are met. 

Coordination/Operation – 60%

  • Coordinate the Capital Region SNAP-Ed PEARS data collection and reporting system: serve as the Capital Region representative to the PEARS statewide workgroup; coordinate with statewide representative to trouble shoot PEARS technical issues; develop, update, and manage PEARs related local forms and surveys (including digital polls for virtual education) and related policies; provide program staff training related to paperwork and PEARS issues; communicate with program staff to ensure timely and accurate data submission; conduct data entry activities; compile and utilize PEARS data to into annual and quarterly state and local reporting.

  • Coordinate quarterly SNAP-Ed voucher components, working closely with finance department.

  • Organize and maintain office staffing schedules.

  • Organize and maintain regional calendar of events, local, CCE regional and state program calendar event submissions.

  • Obtain quotes from vendors, manage ordering within budget, and deliveries.

  • Obtain SNAP-Ed Invoices from vendors, process and upload.

  • Review SNAP-Ed food receipts for accuracy, communicate with staff, and maintain quarterly food expenses spreadsheet.

  • Review subcontractor invoices for completeness and compliance in collaboration with the supervisor.

  • Track SNAP-Ed program expenses and budget monthly for operating, travel, equipment, and rent/utility line items in collaboration with the supervisor.

  • Research costs and make recommendations for materials, supplies, services, and equipment for annual budget submissions.

  • Collect, review, approve, and submit program staff travel/mileage forms.

  • Create flyers and other marketing and program-related materials.

  • Compile lists of public SNAP-Ed nutrition education events and compile with descriptions, for local CCE and regional CCE calendars, and the Statewide SNAP-Ed website.

  • Maintain local SNAP-Ed webpages, updates, and respond to inquiries.

  • Maintain and coordinate stock photos and local program photos and releases.

  • Coordinate the use of Capital Region SNAP-Ed QR codes.

  • Interface with the public and community agency partners in managing program referrals and scheduling nutrition education and PSE activities.

  • Serve as the point person for program staff for questions regarding paperwork, meetings, schedules, invoices, event marketing, programmatic materials needed etc.

  • Coordinate Minority and Women Owned Business Enterprises (MWBE) annual paperwork and relationships with vendors. Complete quarterly reports in conjunction with the supervisor.

  • Maintain file storage and forms on SNAP-W drive and virtual platforms (Box, Google Docs & Forms, SharePoint).

  • Coordinate materials and supplies and distribution for satellite office for SNAP-Ed staff.

  • Provide administrative and technical support for staff for virtual food demos, classes, surveys, etc.

  • Coordinate program and staff meetings via preparation of announcements and agendas, coordination of room set-up, recording meeting minutes, implementation of follow-up activities and maintaining necessary documentation/files.  Coordinate Zoom conferencing.

Professional Improvement – 5%

  • In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan as a means 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/requirement and standard.

  • 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 of Albany 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.

Position Details

This is a full time, nonexempt position. Compensation paid at the rate of $20.50 per hour. Excellent benefits, based on eligibility, including:

  • Paid time off: 21 Vacation days, 14 Holidays, 3 Personal days and 12 Sick days annually

  • NYS Health Insurance Program (including free Dental Insurance)

  • NYS Retirement (NYSERS)

  • Long-Term Disability Insurance

  • Total Care Employee Assistance Program (EAP)

  • Voluntary Tax Deferred Annuity Plan

  • 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

  • ClearPoint Credit Counseling Solutions

No relocation or VISA Sponsorship available.

For additional questions please contact Jim McNaughton, Association Lead Human Resources Manager, e-mail jpm373@cornell.edu or phone (518) 765-3503.

http://albany.cce.cornell.edu/

  

Job Title:

Association Operations Coordinator II

Level:

004

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Jim McNaughton

Number of Openings:

1

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.



The Administrative Coordinator provides administrative support as part of the Capital Region Supplemental Nutrition Assistance Program Education (SNAP-Ed) Program. The position also assists the supervisor with management tasks including reviewing staff expenses, program data recording/reporting, and staff time and attendance records.
Administrative duties are varied, requiring a high degree of initiative and ability to plan short and long-term work projects, working in collaboration with the Capital Region SNAP-Ed team. Requires making decisions within the established policies, guidelines and procedures of the Association, and the SNAP-Ed program.

    

Application Instructions

In the My Information section be sure to enter your full name, address, email, and phone number(s).  

Include a cover letter, resume and at least three references (at least one who is a current or former supervisor or teacher).  To attach documents, under the My Experience section use the Select Files button to search for files or use the Drop Files Here box to drag documents into your application. If you plan to upload more than one document, click the Upload icon for each additional document. Please note, once your application is submitted you will not be able to change your submission or add attachments.  If you would like to add or update documents to your online application after submission, please contact Jim McNaughton, Association Lead Human Resources Manager, via e-mail jpm373@cornell.edu .

External Applicants: (including current employees of other Cornell Cooperative Extension Associations) please refer to Applying for a Job with Cornell Cooperative Extension (External Candidate) for additional guidance.  

All Internal Applicants: Those who are currently employed by the Cornell Cooperative Extension Association indicated in this job posting must apply online via their employee Workday account, which may be accessed here: http://workday.cornell.edu/

Apply By

All applications must be received on-line by May 12, 2022. Position closing dates may change based on Association needs.

Required Qualifications

  • Associates Degree A GED/High School Diploma plus 1 year of transferable functional experience may substitute for an Associate’s degree.

  • Experience relevant to the role of the position.

  • Ability to help ensure diverse, equitable, and inclusive environments.

  • Ability to meet occasional travel demands of the position.   A valid NYS driver's license and ability to drive and driving record acceptable for agency insurance coverage are required.

  • Ability to work flexible hours, which may include early mornings, evenings, and weekends.

  • Ability to demonstrate positive customer service skills, good communication skills and work well in a busy program setting.

  • Ability to thrive in an office environment with frequent distractions and opportunities to demonstrate positive collaboration amongst staff and community agencies. 

  • Computer Skills: High level skills in word processing (Microsoft Word), spreadsheet (Microsoft Excel), database and internet software. Demonstrated ability to perform advanced MS Excel and database functions including creating, manipulating, reporting and maintaining electronic spreadsheets and databases.

  • Ability to read and interpret documents such as instructions and procedure manuals.  Ability to write routine correspondence.

  • Ability to speak effectively with external customers and employees.

  • Able to use good judgment in analyzing facts and circumstances surrounding work situation problems or transactions and in determining action to be taken within limits of standard or accepted practice.

  • Ability to handle administrative details, to work under pressure, and organize work into priorities with emphasis on effective time management.

  • Demonstrated ability to work independently, and also work effectively as an administrative team member within the regional program, delegating staff work assignments and overseeing staff timekeeping records.

  • Work Environment – In addition to the Working Conditions; the work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions. This position works in a typical office environment. In addition, the position regularly lifts, moves, or transports program related materials and equipment.   

Preferred Qualifications

  • General bookkeeping experience.

Position Responsibilities & Essential Functions

Administrative Responsibilities:

Direction – 5%

  • Assist with planning for administrative functions, expenses, data, and staffing needs and schedules of the Capital Region SNAP-Ed Program.

Management – 30%

  • Assist with managing administrative functions including expenses, staffing needs, data base management, and program referrals.

  • Manage the Capital Region SNAP-Ed Program Evaluation and Reporting System (PEARS) data collection and reporting schedules. Communicate with supervisor and program staff to ensure accurate and timely data collection. Help evaluate the PEARS data surveys and processes as needed.

  • Serve as Workday Timekeeper for non-exempt SNAP-Ed staff: review and approve timecards; coordinates time-off requests and calendar; track staff accruals in collaboration with administration team staff; provides timecard and Workday-related technical assistance to staff.

  • Quickly identifies and reports to the supervisor issues or problems that arise. Offers solutions to help ensure program needs are met. 

Coordination/Operation – 60%

  • Coordinate the Capital Region SNAP-Ed PEARS data collection and reporting system: serve as the Capital Region representative to the PEARS statewide workgroup; coordinate with statewide representative to trouble shoot PEARS technical issues; develop, update, and manage PEARs related local forms and surveys (including digital polls for virtual education) and related policies; provide program staff training related to paperwork and PEARS issues; communicate with program staff to ensure timely and accurate data submission; conduct data entry activities; compile and utilize PEARS data to into annual and quarterly state and local reporting.

  • Coordinate quarterly SNAP-Ed voucher components, working closely with finance department.

  • Organize and maintain office staffing schedules.

  • Organize and maintain regional calendar of events, local, CCE regional and state program calendar event submissions.

  • Obtain quotes from vendors, manage ordering within budget, and deliveries.

  • Obtain SNAP-Ed Invoices from vendors, process and upload.

  • Review SNAP-Ed food receipts for accuracy, communicate with staff, and maintain quarterly food expenses spreadsheet.

  • Review subcontractor invoices for completeness and compliance in collaboration with the supervisor.

  • Track SNAP-Ed program expenses and budget monthly for operating, travel, equipment, and rent/utility line items in collaboration with the supervisor.

  • Research costs and make recommendations for materials, supplies, services, and equipment for annual budget submissions.

  • Collect, review, approve, and submit program staff travel/mileage forms.

  • Create flyers and other marketing and program-related materials.

  • Compile lists of public SNAP-Ed nutrition education events and compile with descriptions, for local CCE and regional CCE calendars, and the Statewide SNAP-Ed website.

  • Maintain local SNAP-Ed webpages, updates, and respond to inquiries.

  • Maintain and coordinate stock photos and local program photos and releases.

  • Coordinate the use of Capital Region SNAP-Ed QR codes.

  • Interface with the public and community agency partners in managing program referrals and scheduling nutrition education and PSE activities.

  • Serve as the point person for program staff for questions regarding paperwork, meetings, schedules, invoices, event marketing, programmatic materials needed etc.

  • Coordinate Minority and Women Owned Business Enterprises (MWBE) annual paperwork and relationships with vendors. Complete quarterly reports in conjunction with the supervisor.

  • Maintain file storage and forms on SNAP-W drive and virtual platforms (Box, Google Docs & Forms, SharePoint).

  • Coordinate materials and supplies and distribution for satellite office for SNAP-Ed staff.

  • Provide administrative and technical support for staff for virtual food demos, classes, surveys, etc.

  • Coordinate program and staff meetings via preparation of announcements and agendas, coordination of room set-up, recording meeting minutes, implementation of follow-up activities and maintaining necessary documentation/files.  Coordinate Zoom conferencing.

Professional Improvement – 5%

  • In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan as a means 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/requirement and standard.

  • 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 of Albany 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.

Position Details

This is a full time, nonexempt position. Compensation paid at the rate of $20.50 per hour. Excellent benefits, based on eligibility, including:

  • Paid time off: 21 Vacation days, 14 Holidays, 3 Personal days and 12 Sick days annually

  • NYS Health Insurance Program (including free Dental Insurance)

  • NYS Retirement (NYSERS)

  • Long-Term Disability Insurance

  • Total Care Employee Assistance Program (EAP)

  • Voluntary Tax Deferred Annuity Plan

  • 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

  • ClearPoint Credit Counseling Solutions

No relocation or VISA Sponsorship available.

For additional questions please contact Jim McNaughton, Association Lead Human Resources Manager, e-mail jpm373@cornell.edu or phone (518) 765-3503.

http://albany.cce.cornell.edu/

  

Job Title:

Association Operations Coordinator II

Level:

004

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Jim McNaughton

Number of Openings:

1

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.


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