AWSMP Education Operations Coordinator - Shokan, NY

Cornell Cooperative Extension•New York, NY

7d•Onsite

About The Position

The Cornell Cooperative Extension of Ulster County (CCEUC) AWSMP Operations Coordinator coordinates and carries out education program administration and operations and oversees maintenance of a field office for the stream management program in Shokan, NY. The Ashokan Watershed Stream Management Program (AWSMP) delivers a wide range of activities such as public events and trainings, stakeholder meetings, field research, and stream project funding and construction. The program is funded through a five-year agreement with the NYC Department of Environmental Protection and serves communities in the Ashokan Reservoir watershed located in the Catskills region of Ulster County. Attendance is required at education events held in the office and at field locations throughout the Ashokan watershed that require administrative and operations support. Occasional evening and weekend work is required. A program vehicle is available to perform work-related travel. The position is located at the AWSMP field office in Shokan, NY. The office is normally open to the public from 9:00-4:00 M-F. The Operations Coordinator will help to staff the office during public hours. The office is shared by staff and interns from several government organizations participating in the AWSMP. This position is expected to direct office operations and must be able to easily access the Shokan office. The full-time Operations Coordinator (40 hours/week) will report to the AWSMP Program Leader and may be tasked with directing part-time or temporary Administrative Assistants. A limited amount of remote work is possible.

Requirements

Associate’s degree or equivalent education.
Experience relevant to the role of the position.
Experience assisting with the planning and coordination of event logistics.
High level computer skills, including easy, fast, and efficient use of Microsoft Excel and Word software, Adobe Acrobat software, online file storage, and typical online account interfaces.
Ability to accurately record and communicate logistical information.
Attention to detail and accuracy is a strong job requirement for this position.
Ability to organize and track information generated at meetings and through email correspondence.
Experience providing administrative assistance, including supplies and equipment purchasing adhering to a procurement policy.
Experience entering data and updating and maintaining information databases, particularly using Microsoft Excel spreadsheets.
Ability to effectively interface with a large office copier, such as changing and updating settings and trouble-shooting issues.
Must be able to maintain confidential information relating to financial and sensitive personnel matters.
Excellent verbal and written communication skills.
Ability to compose moderately complex written business communications that are complete and accurate.
Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, and approaches to problems.
Excellent organizational skills in both computing and physical settings.
Ability to establish and follow detailed work procedures, set goals, initiate, plan, prioritize, organize work and manage time effectively.
Ability to establish and maintain effective working relationships with clients and members of the Association in order to accomplish planned Association objectives.
Must be able to work cooperatively on team efforts on a day-to-day basis.
Ability to meet travel requirements associated with this position.
Ability to work flexible hours that may include evenings and/or weekends, as appropriate.
Ability to lift and transport program materials and equipment.
Ability to occasionally work outdoors and tolerate a range of environmental conditions.

Nice To Haves

Associate’s degree and 4 years’ experience or equivalent combination.
Ability to convert digital forms into different file formats and troubleshoot layout issues using standard business software such as Adobe Acrobat and Microsoft Word.
Experience setting up and interfacing with typical client management or event registration software.
Experience developing online or written publications for program participants that communicate logistical, administrative, and program/event information.
Experience and or interest in environmental conservation.
Ability to create fillable forms in Microsoft Word and Adobe Pro.
Skill in using a variety of office machines and computer equipment.

Responsibilities

Assist with planning event administration staffing, delegating roles, and establishing administrative staffing schedules.
Assist with anticipating and developing administrative and logistical plans for event marketing and mass media efforts.
Assist with developing education event budgets.
In collaboration with program educators, assist with planning the administrative, equipment, and facility and catering logistics of education program activities and events.
Direct event registration activities.
Direct office facility coordination and operation.
Direct maintenance and reservations for program vehicles and office meeting rooms.
Establish and enhance working relationships with education program vendors.
Provide administrative support to the overall education program.
Assist with the management of office operations in compliance with office lease terms.
Assist with managing the use of office meeting rooms, equipment, and shared services.
Assist with the administration of facility and small instructor agreements.
Manage education program payment requests for the issuance of checks and credit card payment.
Manage the submission and reconciliation of receipts and all backup documentation required by the program sponsor using procedures provided by supervisor and the Assn. finance department.
Resolve issues with vendors and event participants as necessary, involving supervisor as needed.
Manage implementation of event registration forms and websites.
Ensure security and confidentiality of enrollment, registration, and payment data and information.
Assist with identification of operational problems, issues, concerns, and possible solutions.
Assist with onboarding new staff and volunteers on navigating relevant administrative policies, procedures, technology systems, and guiding principles through orientation and ongoing support.
With moderate initiative and limited discretion, carry out a range of event coordination, operation, and administrative tasks.
Carry out moderately complex correspondence, including electronic and phone communications, with Association administrators, educators, participants, and vendors.
Coordinate with facility and catering vendors and program educators to determine appropriateness of venue for event, compliance with safety plans, and within budget.
Coordinate the implementation of event administration with facility providers.
Coordinate and carry out the implementation of education program publication printing and distribution.
Prepare event or project administration timelines and tasks.
Prepare administrative components of event summaries and safety plan reports.
Coordinate risk management and safety review for education events and small vendor agreements.
Prepare and file education program-related permit applications as needed.
Provide information to program volunteers as needed related to administrative tasks for program.
Coordinate preparation of event-specific modifications to established liability forms and update administrative forms as needed.
Develop online event registration forms/websites and maintain event registration lists using software provided by CCEUC (training is provided).
Coordinate registration process with program educators and other administrative staff.
Track and summarize event attendance information.
Coordinate the modification of existing attendance forms that meet reporting requirements.
Track participant and vendor submissions of required event forms.
Communicate event information to registrants and participants, including event logistics and required forms for submission.
Assist participants with understanding online and paper forms as needed.
Create and maintain organized and up-to-date digital and paper files and database(s) related to program administration.
Purchase ad space and other event marketing.
Answer all general inquiries and correspondence in a timely manner from phone, voicemail, and mail using generic (pre-determined) responses or forward to appropriate staff for follow up.
Attend events and meetings at the AWSMP office and at off-site locations to provide administration, operations support, and for professional development.
Assist with tracking event compliance with risk management and insurance policies.
Transport work related items/supplies as necessary between main office, satellite locations, and work sites as well as other needed errands for the program.
Assist with set-up and troubleshooting of wireless internet, conference call, computer, and projector equipment for meetings and events.
Make copies, assemble folders, and provide general event support.
Prepare and deliver, verbally or in writing as required, event administrative reports such as registration and participation summaries.
Coordinate refreshments and room setup for meetings and events.
Provide general typing/word processing of correspondence, reports, office forms, etc.
Conduct mailing and shipping.
Gather and edit addresses for bulk mailings and prepare mailing labels and mailings.
Arrange for the printing and bulk mailing of education materials.
Update office files that contain Association policies and procedures and legally required notices.
Provide support for hiring committees and searches.
Take and type meeting notes and provide and file sign-in sheets.
Coordinate travel arrangements such as travel schedules and itineraries.
Schedule meetings and locations using electronic calendars; issue email and phone meeting invitations at request of supervisor.
Submit expense reports in a timely fashion for monthly reimbursement.
Prepare and submit all receipts and backup documentation required by the program sponsor to the Assn. finance department.
File and organize back-up documentation for financial transactions using provided procedures accurately and promptly.
Troubleshoot and resolve vendor payment issues working with Association finance department.
Attend team meetings and provide information to coordinate financial administrative processes.
Assist with preparation of education event landowner agreements following Association procedures as directed by supervisor.
Coordinate implementation of facility and instructor agreements following Association procedures and to meet funder requirements as directed by supervisor.
Coordinate and make requests for vendor proof of insurance related to facility and catering agreements.
Receive and record event registration payments following standard procedures.
Coordinate review of vendor invoices for compliance with contract terms and performance.
Manage online and auto-billing accounts including establishing tax-exempt accounts.
Assist Association administrators with financial compliance with office lease terms.
Coordinate with vendors to obtain forms related to tax-exemption, travel, equipment, and other types of purchasing.
Administer and coordinate event-related equipment and supplies rentals.
Assist with preparing procurement justifications and approval memos related to travel and equipment purchases that summarize and detail expenses.
Carry out equipment purchases with authorization.
Assist with procuring office maintenance services following Association policy.
Procure travel services and purchases such as lodging, airfare, etc.
Purchase supplies and materials for meetings and events.
Schedule office equipment servicing and supplies orders.
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 office visits of IT specialists with office staff.
Coordinate the scheduling of computer tagging, maintenance, and disposal and transport computer equipment between offices.
Interact with leaseholder and service providers to schedule site service visits and office and grounds repairs/maintenance.
Complete office tasks and small projects.
Routinely communicate office information and maintenance schedule updates to staff.
In cooperation with Supervisor and/or Issues Leader, 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 respectful and professional interactions with donors, 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 Ulster County policies and procedures.
Contribute to the overall success of the organization by performing all assigned duties in a professional, timely and accurate manner.