Association, Agriculture & 4-H Administrative Assistant - Kingston, NY

Cornell Cooperative Extension•New York, NY

1d•Onsite

About The Position

The Cornell Cooperative Extension Ulster County Administrative Assistant provides administrative support for the Association with specific responsibilities related to the Agriculture and 4-H program areas. Work includes diverse duties including reception, correspondence, statistical summaries and reporting, event creation, program registration, maintenance of databases, general record keeping, and cash logs. This is primarily an in-office position.

Requirements

High School Diploma or equivalent education.
Experience relevant to the role of the position.
Database maintenance and coordination experience.
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 manage long-term goals within a context of day-to-day deadlines.
Ability to organize work and set priorities; work independently, attend to details; handle multiple tasks; work under pressure.
Must be able to demonstrate ability to work as part of a team and to relate and work effectively with diverse people and groups.
Must demonstrate a high degree of integrity, sound professional judgment, and the ability to handle confidential and sensitive information.
Demonstrated ability to communicate effectively through oral, written, Internet and visual channels.
Ability to display commitment to and enthusiasm for the mission of CCE.
Ability to maintain a positive and professional attitude and appearance.
Maintain a positive public image of CCE when dealing with clients, volunteers and stakeholders.
Working knowledge of Microsoft Office (particularly Word, Excel and PowerPoint) and general understanding and use of Internet.

Nice To Haves

City Spark event platform experience.

Responsibilities

Serve as part of the administrative support team under the supervision of the Finance Manager.
Will have additional administrative responsibilities related to the Agriculture and 4-H programs under the general direction of the Educators.
Provide administrative support for the Association with responsibility for back-up to reception (door and phone).
In coordination with the program staff, respond to requests for information about 4-H programs and activities in the community as well as general information about CCE programs.
Prepare and assemble materials for distribution to clients, volunteers and for use in educational programs.
Take minutes at program meetings and distribute in a timely way to all stakeholders.
Work to set up Fair entries, input and process entries in the Blue Ribbon system.
Schedule use of space for programs and pass contracts through necessary risk management procedures
Responsible for statistical program reporting systems.
Maintain confidential program participant information in accordance with EPO guidelines.
Work with the staff to ensure that necessary reports are compiled, and deadlines met.
Provide support and coordination for various County and State Fair activities including enlistment of judges, scheduling of animal shows, staffing and coordination of volunteers for designated shows, programs, and events.
Maintain communication with constituents and the community through variety of methods such as newsletters, e-mails, electronic technology, internet, phone messages, social media, website postings and content.
Act as first point of contact for 4-H Volunteers within the County.
Responsible for correspondence, Event/Program registrations, and maintenance of database for the Association and program areas including 4-H enrollment.
Perform general typing/word processing of correspondence, reports, office forms, etc.
Provide typing/word processing of a variety of letters, brochures, technical papers; use software functions to edit, format, produce, and display.
Draft routine correspondence, usually from written instructions.
Use worksheets and databases for data entry.
Handle general record keeping, such as preparing vouchers, Accounts Receivable cash receipts log, etc.
Assign or coordinate tasks and small projects; give guidance to temporary support staff performing similar work.
Arrange straightforward meetings, appointments, and travel.
Prepare simple reports from records.
Requires the use of judgment in analyzing facts and circumstances surrounding work situations, problems, or transactions; and in determining action to be taken within the limits of standard accepted practice.
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.
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.
Maintain professional and respectful interactions with clientele, staff, volunteers and the public.
Assist the Cornell Cooperative Extension system in reaching out to various audiences.
Aware of, and adheres to, established Cornell Cooperative Extension Association of Ulster 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.