AWSMP Administrative Assistant - Shokan, NY Job at Cornell Cooperative Extension
** Search extended until March 30, 2023.**
Cornell Cooperative Extension of Ulster County (CCEUC) is seeking an Ashokan Watershed Stream Management Program (AWSMP) Administrative Assistant to provide general administrative support, educational event administration, and oversee maintenance of a field office for our stream and watershed program in Shokan, NY.
The stream program 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 support. Occasional evening and weekend work is required. A program vehicle is available to perform work-related travel.
The AWSMP field office in Shokan, NY is normally open to the public from 9:00-4:30 M-F. The Administrative Assistant will staff the office during public hours on days worked. The office is shared by staff and interns from several government agencies participating in the AWSMP. This position is expected to oversee office operations and must be able to easily access the Shokan office.
The part-time AWSMP Administrative Assistant II (24 hours/week) will report to the AWSMP Program Leader. A set work schedule will be established for regular days worked, with some flexibility on days of the week. A limited amount of remote work is possible.
Required Qualifications:
Job Title: Association Admin Asst II
Cornell Cooperative Extension of Ulster County (CCEUC) is seeking an Ashokan Watershed Stream Management Program (AWSMP) Administrative Assistant to provide general administrative support, educational event administration, and oversee maintenance of a field office for our stream and watershed program in Shokan, NY.
The stream program 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 support. Occasional evening and weekend work is required. A program vehicle is available to perform work-related travel.
The AWSMP field office in Shokan, NY is normally open to the public from 9:00-4:30 M-F. The Administrative Assistant will staff the office during public hours on days worked. The office is shared by staff and interns from several government agencies participating in the AWSMP. This position is expected to oversee office operations and must be able to easily access the Shokan office.
The part-time AWSMP Administrative Assistant II (24 hours/week) will report to the AWSMP Program Leader. A set work schedule will be established for regular days worked, with some flexibility on days of the week. A limited amount of remote work is possible.
Required Qualifications:
- High School diploma or equivalent education.
- Experience relevant to the role of the position.
- Moderate level computer software skills, including easy, fast, and efficient use of Microsoft Excel and Word software, Adobe Acrobat software, online file storage, and typical online account interfaces.
- Comfort and ease in a computing environment, including standard Operating System operations; accessing files and folders using pathways and links; connecting to servers, internet, and peripherals such as projectors; and modifying computer settings and preferences.
- 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.
- Ability to accurately record and communicate logistical information. Attention to detail and accuracy is a strong job requirement for this position.
- Experience managing information databases.
- Ability to organize and track information generated at meetings and through email correspondence. Instant messaging programs (such as Slack) are not used on a routine basis by this program for between event communications or coordination.
- Experience providing administrative assistance, including supplies and small equipment purchasing adhering to a procurement policy.
- Experience entering data and updating and maintaining 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.
Preferred Qualifications:
- Associates Degree and 4 years’ experience or equivalent combination.
- 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/Essential
Functions:
Administrative Coordination Responsibilities - 95%
General Coordination / Operation (30%)
General Coordination / Operation (30%)
- Staff front desk, answer primary phone line, and direct inquiries toward appropriate staff.
- Carry out routine correspondence, including electronic and phone communication, with Association administrators and clients.
- General typing/word processing of correspondence, reports, office forms, etc.
- Conduct mailing and shipping.
- Maintain digital and paper administrative files using established procedures.
- Update office files that contain Association policies and procedures.
- Provide support for hiring committees and searches.
- Take and type meeting notes and provide and file sign-in sheets.
- Coordinate meeting and event refreshments, including food delivery, and set-up and takedown of refreshments.
- Coordinate reservations for use of program vehicles and office meeting rooms.
- Schedule and carry out program vehicle maintenance and servicing.
- Coordinate travel arrangements such as travel schedules and itineraries.
- Prepare event/project administration timelines and tasks.
- Schedule meetings and locations using electronic calendars; issue email and phone meeting invitations at request of supervisor.
- Attend events and meetings at the AWSMP office and at off-site locations to provide administration, operations support, and for professional development.
- 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.
- Coordinate office visits with IT specialists and office staff. Coordinate the scheduling of computer tagging, maintenance, and disposal and transport computer equipment between offices.
- Troubleshoot computer and IT problems during events.
- Make copies, assemble folders, and provide general event support.
- Prepare and deliver, verbally or in writing as required, event administrative reports such as budget reports, registration and participation reports, and financial documentation.
- Prepare administrative components of event summaries and safety plan reports.
- Coordinate education event risk management and safety review.
- Coordinate the implementation of event administration with facility providers.
- Prepare and file permit applications as needed.
- Prepare event-specific modifications to established event liability forms.
- Track participant submissions of required event forms.
Financial Coordination / Operation (25%)
- Manage online and auto-billing accounts.
- Prepare and submit complete and accurate accounts payable vouchers for submission to accounting department.
- Maintain back-up documentation for financial transactions following established procedures.
- File and organize back-up documentation for financial transactions accurately and promptly.
- Digitally file paperwork using established naming and foldering systems.
- Consistently maintain digital and paper records using the systems provided.
- Procure office maintenance services following procurement policy.
- Procure travel services and purchases such as lodging, airfare, etc.
- Purchase supplies and materials for meetings and events.
- Prepare procurement justification memos related to travel that accurately summarize and detail trip expenses.
- Assist with preparing equipment procurement justifications and approval memos.
- May be responsible for small equipment purchases with authorization.
- Request and maintain documentation of vendor and subcontractor proof of insurance that meets contractual and funder requirements as guided by the AWSMP Program Leader.
- Review submitted insurance forms for completeness and accuracy and coordinate form submission until acceptable forms are obtained.
- Request and maintain facility and instructor agreements and administer their implementation following Association procedures and procedures that meet funder requirements as instructed by the AWSMP Program Leader.
Communications / Marketing Coordination / Operation (20%)
- Respond to routine public inquiries.
- Update stakeholder contact and mailing address databases.
- Gather and edit addresses for bulk mailings and prepare mailing labels and mailings.
- Arrange for the printing and bulk mailing of event materials with service providers.
- Purchase ad space and other event marketing.
- Develop online event registration forms and maintain event registration lists using software provided by CCEUC (training is provided).
- Track and summarize attendance information. Modify existing attendance forms or develop novel tracking forms that meet reporting requirements.
- Receive and record event registration payments following standard procedures.
- 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.
Facilities Coordination / Operation (20%)
- Conduct general office maintenance including:
- Track and order office supplies.
- Organize office equipment and supplies and supply closets.
- Track and address facility issues and needs.
- Manage arrangements for office cleaning, driveway clearing, and grounds maintenance.
- Coordinate and schedule IT and computer repair visits.
- Oversee sidewalk de-icing and monitor and advise supervisor of other safety concerns/protocols.
- Distribute and track office keys.
- Staff office during office repair and maintenance visits.
- Schedule office equipment servicing.
- Implement procedures for using the office meeting rooms, equipment, and shared services.
- Interact with leaseholder and service providers to schedule site visits and office repairs.
- General upkeep of public office space. Restock brochure and flyer displays.
- Complete office tasks and small projects.
- Routinely communicate office information and maintenance schedule updates to staff.
- Maintain office postings to meet state and federal workplace requirements.
- Maintain and organize the office resource library and storage spaces for reports, publications, reference books, and project supplies.
Professional Improvement - 5%
- 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.
Health and Safety - Applied to all duties and functions.
- 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.
EEO/EPO and Policy - Applied to all duties and functions.
- Appreciate and embrace diversity in all interactions with clientele, staff, volunteers and the public.
- Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.
- Aware of, and adheres to, established Cornell Cooperative Extension Association of Ulster 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.
This is a part time, 24 hours per week, non-exempt, benefits eligible position. Compensation paid at the rate of $20.00 per hour. Excellent benefits, based on eligibility, including:
- Vacation, Sick and Personal time
- Paid Holidays
- NYS Health Insurance Program (including Dental Insurance)
- NYS Retirement
- Long-term Disability Insurance
- Voluntary Tax Deferred Annuity
- Voluntary Flexible Spending Accounts
- Voluntary Group Universal Life Insurance
- Voluntary Personal Accidental Insurance
- Voluntary Legal Plan Insurance
- Voluntary Long Term Care Insurance
- Voluntary Auto and Homeowner’s Insurance
- Voluntary Pet Insurance
- Voluntary New York’s College Savings Program
Please be sure to read the Notice to Applicants found on the Jobs with CCE page:
https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs
How To Apply: Applicants (including current employees of other Cornell Cooperative Extension Associations) must apply online through the APPLY button in this job posting. Current employees of Cornell Cooperative Extension Ulster County are considered internal applicants and must apply online through their Workday account which may be accessed here:
http://workday.cornell.edu/
. For details on how to apply, visit:
https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs/apply
All applicants are requested to submit a cover letter, resume and indicate three individuals who may be contacted as a reference. Please consider indicating in your application all information you feel would be helpful for selection committee members to know. Once the application is submitted you will NOT be able to change your submission or add attachments. Be sure that you have followed all directions and requirements listed in the job posting.
** Search extended until March 30, 2023.** All applications must be received on-line by March 30, 2023. Position closing dates may change based on Association needs.
No relocation or VISA Sponsorship available.
The Association may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform the essential functions of their job. For additional questions or if you require an accommodation so you may participate in the selection process you are encouraged to contact Leah Cadwallader, Regional Human Resources Manager, e-mail LC267@cornell.edu or (845) 340-3990x314.
Job Title:
Level:
006
Pay Rate Type:
Hourly
Company:
Contract College
Contact Name:
Leah Cadwallader
Number of Openings:
1
Cornell Cooperative Extension is a collaboration among Cornell University, the United States Department of Agriculture, the State of New York, and the residents of New York State. Per NYS Law, county and regional extension service associations are subordinate government agencies. This employment opportunity is with the entities listed and not with Cornell University.
Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans, and Individuals with Disabilities. Individuals who bring a diverse perspective and are supportive of diversity are strongly encouraged to apply.
Notice to Applicants: Please read the required
Notice to Applicants statement
. This notice contains important information about applying for a position at Cornell Cooperative Extension as well as some of your rights and responsibilities as an applicant.
Please Note :
caminobluff.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, caminobluff.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.