Association Operations Coordinator

Cornell Cooperative Extension•New York, NY

2d•Onsite

About The Position

Cornell Cooperative Extension of Niagara County has an opening for a full-time (37.5 hrs per week) Operations Coordinator working on-site from the Lockport NY office. The Operations Coordinator serves as a key member of the Association's leadership support team and will provide administrative direction, management, and coordination for Association operations and communications. This position will work closely with the Western Region Shared Business Network Finance, Human Resources and IT Managers to ensure that functional area best practice recommendations are implemented in accordance with established timeframes. This position requires regular, daily, in-person attendance and active participation in meetings, events, functions, and other organizational activities.

Requirements

Associate’s Degree in Business Administration, Communications, Public Administration, Marketing, Nonprofit Management, Human Resources, or closely related field. High School Diploma/GED and 1 year of transferrable functional experience may substitute.
Experience relevant to the role of the position.
Ability to meet travel requirements associated with this position.
Ability to meet acceptable background check standards.
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.
Excellent written and verbal communication skills.
Demonstrated proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.
Experience with fundraising, donor stewardship, grant administration, sponsorships, and special events.
Demonstrated ability to coordinate multiple projects and priorities while maintaining accuracy and attention to detail.
Strong organizational, interpersonal, and customer service skills.
Ability to handle confidential and sensitive information with discretion.
Ability to work independently while also collaborating effectively with various stakeholders.
Ability to follow oral and written instructions and assume responsibility with general guidelines and direction.
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 accommodations may be made to enable individuals to perform the essential functions.

Nice To Haves

Bachelor’s degree in Business Administration, Communications, Public Administration, Marketing, Nonprofit Management, Human Resources or closely related field.
Knowledge of Cornell Cooperative Extension and related programs at County, State, and Federal levels.
Experience with Grant development and management.
Experience in marketing, communications, and social media creation.
Experience working in a non-profit, educational, governmental, or public-sector environment.
Experience supporting executive leadership, governing boards, or committees.
Experience with website administration, social media management, CRM systems, or donor databases.
Current/Active Notary Public License or willingness to obtain Notary Public License.

Responsibilities

Assist the Executive Director with operational planning and implementation of Association priorities.
Support organizational goal setting, strategic initiatives, and special projects.
Support annual budget planning and organizational resource allocation processes.
Identify opportunities for operational improvement, process efficiencies, and enhanced stakeholder engagement.
Assist in researching, planning, and developing new funding opportunities, contracts, and partnerships.
Provide recommendations related to communications, fundraising, community engagement, and administrative operations.
Assist with development of communication and marketing plans.
Assist with guiding the administration of the overall Associations expenses, communications, and staffing needs.
Assist with solving problems and resolving conflicts that arise in the operation of the Association, utilizing appropriate policies and procedures, seeking advice and guidance, as necessary.
Assist with ensuring volunteer direction and management procedures are followed in compliance with established policies and procedures.
Assist with implementation and maintenance of the standard operating policies, under the direct supervision of the Executive Director.
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.
Provide direct supervision to assigned staff. Provide continuous feedback, coaching, performance management and conduct annual performance reviews for assigned staff, seeking guidance and advice from immediate Supervisor and/or Executive Director, as necessary.
Coordinate day-to-day office operations and administrative activities.
Develop, implement, and maintain efficient office systems, workflows, and administrative procedures. Maintain organized administrative files, databases, contracts, certificates of insurance, and operational records.
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.
Coordinate and organize volunteer coverage and assistance for fundraisers, fair and other activities as needed.
Serve as Association Safety/Risk Management Officer. Coordinate facility-related needs and support safe and effective building operations.
Serve as Records Management Coordinator and maintain records in accordance with applicable retention schedules and policies.
Serve as liaison between Association staff and PW Wood for Certificates of Insurance. Maintain contract files.
Coordinate the compilation and authentication of necessary documentation for accreditation and compliance reviews.
Coordinate annual compliance reporting, filing requirements, and organizational documentation.
Submit required reports to Cornell University and/or Cooperative Extension Administration, as necessary.
Coordinate logistics for meetings, trainings, events, workshops, annual meetings, and community functions.
Collaborate with administrative staff to provide reception and customer service support to stakeholders, partners, volunteers, and the public as necessary/required.
Assist with special projects and organizational initiatives as assigned.
Coordinate staff meetings, prepare agendas, maintain minutes, track follow-up activities and maintain necessary documentation/files.
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.
Serve as the primary administrative liaison to the Board of Directors and Board Committees.
Support the Executive Director and Board President in ensuring effective Board communications and engagement.
Coordinate and prepare Board and committee meeting schedules, notices, agendas, and supporting materials.
Maintain Board records, resolutions, committee files, policies, bylaws, and governance documentation.
Serve as the Association point of contact for routine employee HR inquiries and/or defer to WSBN Lead HR Manager, Cornell University HR Services, as appropriate, for additional resources or assistance.
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.
Maintain confidential personnel files and employment records in accordance with applicable policies, procedures, and legal requirements.
Coordinate and ensure completion of comprehensive employee onboarding and orientation activities.
Monitor compliance with required employee trainings and assist supervisors and staff with completion of mandatory training requirements.
Review and approve time cards and time-off requests as needed.
Maintain and reconcile Association leave accruals and records in accordance with established policy and procedures.
Coordinate annual fundraising campaigns, donor stewardship initiatives, sponsorship activities, and fundraising events.
Maintain donor, sponsor, and stakeholder records within Association databases and CRM system.
Prepare donor acknowledgements, fundraising correspondence, materials, and campaign reports.
Assist with grant development, grant tracking, reporting, and fund development initiatives.
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.
Coordinate communication and marketing plans, production of press releases, public relations and event marketing and fund-raising marketing/communications, annual reports, newsletters, legislative updates, and other organizational initiatives.
Coordinate and maintain the Association website and organizational social media platforms.
Ensure branding, messaging, and communication standards are consistently applied.
In coordination with staff, respond to general requests for information about CCE programs, activities and grants in the community.
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.
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.
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 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.