Prevention Program Assistant - Liberty, NY

Cornell Cooperative Extension•New York, NY

10d•Onsite

About The Position

The Cornell Cooperative Extension Sullivan County (CCESC) Complete Youth Prevention Education Program (CYPEP) Assistant provides secretarial/clerical/administrative support to the CYPEP Program and Program Manager. Responsibilities include diversified duties including receiving and greeting customers and providing basic information, registration and support for coordination, scheduling, implementation, data collection and entry for assigned programs and events, handling mail, monitoring, ordering and stocking supplies. Arrange facilities use and work with risk manager to ensure appropriate insurances and agreements are in place. Maintain program data. Perform word processing, desktop publishing, and social media platforms to create, edit, format, and produce announcements, reminders, calendar events and invites, reports, office forms, directories, correspondence. Prepare various educational. Perform routine data collection, entry, and compilation. Arrange straightforward meetings, appointments, and travel. This is a part time, 20 hours per week, benefits eligible position.

Requirements

High School diploma or equivalent with experience relevant to the role of the position.
Ability to meet regular travel demands of the position.
A valid NYS driver's license with the ability to drive and driving record acceptable for agency insurance coverage are required.
Ability to work flexible hours, including early mornings, evenings, and weekends, as appropriate.
Ability to demonstrate positive customer service skills, good communication skills and work well in a busy, fast paced, limited income urban and rural program settings.
Ability to plan and organize personal work responsibilities according to priorities developed with immediate Supervisor.
Ability to work with a high degree of integrity, sound professional judgment, and the ability to handle confidential and sensitive information.
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 educational tools, as well as electronic technology (e.g., video, audio, computers, etc.).
Ability to effectively participate in professional team efforts.
Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
Commitment to working in limited income rural and urban settings with diverse program participants in their surrounding communities.
Proficiency with Microsoft Office suite, specifically Work and Excel, and basic database and internet software.
Ability to read and interpret documents such as instructions and procedure manuals.
Ability to write routine correspondence.
Ability to consistently and correctly perform basic arithmetic.
Ability to speak effectively with external customers and employees.
Ability to regularly carry supplies and equipment with or without reasonable accommodation.
While performing the duties of this job the employee is frequently required to talk and hear.
The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms.

Nice To Haves

Familiarity with Sullivan County.
Experience with Cooperative Extension or other similar educational organizations.
Ability to relate effectively to co-workers, advisors, community and professional leaders.
Ability to identify and utilize program resources from the organization and the community.

Responsibilities

Provide administrative and clerical support for the CYPEP program, Association office, staff and program participants.
Responsible for preparing/typing reports and letters in a timely manner, answering phones, document and program resource collating & copying, filing, faxing, and computer work.
Greet visitors and maintain pleasant relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence.
Direct callers and visitors or provide basic information about programs and events and make community referrals on a daily basis for a variety of needs for the community, agencies, churches, school districts, government and individuals.
Coordinate office procedures including: opening and closing the office; taking and relaying messages to staff and customers and collecting/preparing forms, reports, staff meeting agendas and minutes, etc.
Collect, enter and edit contact and program data ensuring accuracy, security and confidentiality of all data and information.
Sort and deliver incoming mail.
Prepare mailings as programs require.
Assist in maintaining the office, lobby, pantry, and staff lounge in a clean, stocked, organized, functional, and attractive manner.
Keep track of supplies (office & pantry), carry and distribute office materials.
Regularly load paper into copier and printers and assist with room set ups when needed.
Prepare educational and informational packets and materials including researching, proof-reading, typing, editing, printing, collating, stapling, distributing, mailing, and related tasks as needed.
Keep the Supervisors apprised of all program administration matters and progress.
Assist the Supervisor with coordinating outreach events as necessary.
Assist staff in scheduling appointments and providing schedule information on a daily basis.
Process and maintain class enrollment and special event/program registrations per established policy.
Create and maintain organized and up-to-date program and related administrative files and databases.
Operate basic office equipment including copiers, computers, calculators, postage meters; and other office equipment deemed as necessary.
Trouble-shoot minor problems utilizing user/operation manuals and/or may call for more complete repairs.
Identify operational problems, issues, concerns, and possible solutions. Under guidance from supervisor, take appropriate corrective action.
Participate in team decision-making activities.
Answer questions and provide facility rental/use paperwork, scheduling.
Communicate and assist Facilities Manager regarding facility use, set up, clean up, scheduling.
Tend to room/program setup needs. This includes setting up chairs, tables, laptops, projectors, coffee supplies, snacks, paper goods, wiping down tables after workshops/activities, cleaning up refreshments, stocking and cleaning coffee carts, preparing items for evening and weekend activities the day before, etc.
Accept and prepare deposits, payments, and invoices according to established policy and procedures.
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 respectful and professional 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 Sullivan 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.