Senior Administrative Assistant - Millbrook, NY

Cornell Cooperative Extension•New York, NY

10d•Onsite

About The Position

The Cornell Cooperative Extension Dutchess County (CCEDC) Senior Administrative Assistant provides a high level of clerical and administrative support for the Association and the Agriculture/Horticulture and 4-H Program Areas. Using moderate initiative and discretion in performing a substantial amount of moderately complex tasks to support the Ag/Hort and 4-H Program Areas, its programs and the Association, this position provides frontline reception, greeting customers, providing basic information on programs and events, supporting program staff with correspondence, handling numerous personal contacts, answering inquiries; gathering information requiring confidential discretion and a wide variety/depth of knowledge of office operations and procedures. The Senior Administrative Assistant provides a wide variety of complex technical, clerical and/or administrative support including word processing, database manipulation, and spreadsheet development. The position handles general recordkeeping and database management, performing routine data collection and compilation, prepares various educational materials, coordinates event registration and preparation, prepares vouchers for program expenses. May assist with grant preparation, grant reporting and reimbursement requests on a variety of grants. This is a part-time, 20 hours/week, in-office position three days per week.

Requirements

Associate’s degree or Equivalent Education. GED/High School Diploma plus 1year transferrable program/functional experience may substitute.
Experience relevant to the role of the position.
Proficiency with Windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.
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.
Ability to relate effectively to co-workers, advisors, community and professional leaders.
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 work onsite three days per week.

Nice To Haves

Experience in working effectively in collective team efforts.
Experience in collaborating with volunteers and interns.
Ability to identify and utilize local resources from the community.
Fundamental skills in website maintenance/development.
Basic understanding of bookkeeping.

Responsibilities

Assist program leadership by participating actively in program team discussions, providing administrative knowledge-based input into the development of policies and procedures including but not limited to the use of technology, data systems and evaluation systems.
Assist program leadership by contributing actively to administrative portions of planning, evaluation protocols proposed in project grants, organizing systems for newly emerging programs and revisions of existing programs, specifically relative to the use of the administrative systems to collect, track and report evaluation data.
Assist with internal controls, such as (but not limited to) mailing checks, bank deposits, issuing/reconciling receipts.
Review, assess, and verify the completeness, accuracy and timeliness of all data and documentation.
Ensure security and confidentiality of banking and financial data and staff and program participant information.
Identify operational problems, issues, concerns, and possible solutions and collaborate with Supervisor to take appropriate corrective action.
Assist with training new staff on relevant administrative policies, procedures and guiding principles through orientation and ongoing support.
Provide information to program volunteers or participants as needed related to administrative tasks for program.
Create spreadsheets, and reports with guidance from program teams using various forms of technology.
Maintain participant database records and generate reports.
Participate actively in programming team meetings, discussions, planning and prioritizing.
Schedule and coordinate meetings on behalf of team members including contact with conference and event facilities.
Responsible for program meeting announcements, follow-up, minutes, activity reports, correspondence, agendas, brochures, promotional materials, certificates, class resources/materials, fact sheets and articles.
Handle registration for events and classes.
Coordinate refreshments, room set-up and clean-up for meetings and events.
Prepare deposits and other financial record keeping per Internal Cash Controls procedure, including checking Invoices against Purchase Orders; creating Vouchers; copying vouchers as needed; processing Vouchers after signed by the Program Leaders.
Order program materials and resources as necessary.
Track program resources.
Create, organize and maintain program area files; provide computer support; make copies, type/edit written materials, prepare signs for events.
Schedule travel arrangements for team members as necessary.
Assist new staff with program policies, procedures, guidelines, etc., during orientation.
Provide information and assistance to the public regarding Ag/Hort programs, address concerns and requests with team.
Answer inquiries and relay messages; gather information requiring discretion and a wide variety/depth of knowledge of office operations and procedures.
Process commercial and community agriculture/horticulture samples for diagnosis and/or testing.
Provide information and assistance to the public regarding 4-H programs, concerns and requests.
Answer inquiries and relay messages; gather information requiring discretion and a wide variety/depth of knowledge of office operations and procedures.
Provide primary reception services to greet and assist office visitors.
Administrator of CCE Database of Friends-enrollees/donors/program participants.
General CCEDC email account primary monitor and distributor to correct staff person in timely manner.
Check signing and petty cash management; deposits and entering receipts into CCE finance database.
Process contracts for approval with risk management; procuring certificates of insurance; processing MOU’s/MOA’s as per Standard Operating Procedures.
Meeting room and calendar management for the Association.
Association administrative tasks as needed.
In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan to increase competencies relative to position accountabilities and to address changes and Association priorities.
Collaborate with 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 Dutchess 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.