Administrative Assistant Jobs

About The Position

Requirements

• High School Diploma or equivalent education.
• 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, Access, Publisher, 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
• 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 meet acceptable background check standards.
• Ability to work flexible hours which may include evenings and/or weekends, as appropriate.

Nice To Haves

• Specify preferred specialized education, field and/or certifications.
• Experience in working effectively in collective team efforts.
• Experience in collaborating with volunteers and interns.
• Experience with CRM platforms such as Salesforce.
• Ability to identify and utilize local resources from the community.
• Conversational fluency in Spanish

Responsibilities

• Maintain and create project directories, databases, spreadsheets, and reports using various forms of technology to track various project, program and participant data.
• Prepare, with team input marketing materials – flyers, posters, website updates, social media, etc. and ensure compliance with Cornell University and CCEDC marketing requirements.
• Participate actively in program 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 program area vouchers, invoices and billing records, 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.
• Maintain pleasant, professional relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence. Provide basic information about programs and events to callers and visitors.
• Produce (develop, edit, format and publish) word processing documents including but not limited to letters, newsletters, routine correspondence, brochures, labels, forms, certificates, etc. utilizing desktop publishing software.
• Assist with the preparation, distribution, proofreading and mailing of brochures, newsletters, event flyers, certificates, and other promotional materials.
• 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.
• Assist program leadership in maintaining trust-based working relationships with racially and culturally diverse participants, partners, community organizations and other key stakeholders in order to gain support for administrative work and communications with the community.
• Operate basic office equipment including copiers, computers, calculators, postage meters; and other office equipment deemed as necessary.
• 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.