This position will serve as an Administrative Assistant for Cornell Cooperative Extension Association of Chemung County and will provide clerical support to the organization to include, but not limited to: answering phones, greeting and assisting the public, receipting program fees, dispersing mail, organizing files, updating, copying and printing documents, and other clerical duties as assigned.
IMPORTANT INFORMATION FOR APPLICANTS: PLEASE READ BEFORE APPLYING All applicants must apply by close of day on May 22, 2025 to be considered for this position. All applicants must complete an application packet, which includes: cover letter, resume and three (3) references .
All External Applicants (including applicants currently employed by Cornell Cooperative Extension in Associations other than the Association advertising this career opportunity) must submit his/her application materials via the "APPLY" button located within this job posting.
All Internal Applicants (current employees working for the Association advertising this career opportunity) must apply online via his/her Workday account, which may be accessed here:
Please contact the CCE Office at with questions.
POSITION DETAILS:
This position is a full-time non-exempt position - 100% FTE, 37.5 hours per week. The hourly rate for this position is $17.00. This position, based on eligibility, offers a comprehensive benefit package, to include: health and dental insurance, retirement, vacation, sick and personal leave.
POSITION INFORMATION:
Required Qualifications:
- High School Diploma or equivalent.
- Experience relevant to the role of the position.
- Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Preferred Qualifications:
- Demonstrated ability to work independently to initiate, organize, and implement established goals.
- Demonstrated ability to relate to diverse audiences.
- Demonstrated ability to work and relate effectively with co-workers, customers, volunteers, and community leaders.
- Demonstrated ability to communicate effectively through oral, written, and visual means.
- Demonstrated ability to use telephone systems.
- Demonstrated ability to use word processing skills.
- Demonstrated ability to work proactively as part of a team.
- Demonstrated ability to maintain confidentiality when required.
- Demonstrated ability to meet deadlines and work within strict timeframes.
- Demonstrated high level of organizational skills.
POSITION RESPONSIBILITIES:
Administrative Responsibilities:
Coordination/Operation - 95%
- Set priorities to meet deadlines.
- Assist Administrative staff with notetaking, transcription, and formatting.
- Assist Administrative staff with arranging and supporting meetings and appointments.
- Assist Administrative and program staff with marketing and/or mass media outreach campaigns, including maintaining the press list, press release distribution, developing, and editing content for print, radio, television, and social media (website, Facebook).
- Assist the Administration team with document filing, both physical and digital, and maintain administrative (HR, Finance, and Administration) file cabinets and S: drive folders labeled in good condition according to CCE best practices, risk management, and retention policies
- Archive, scan, organize, label, shred.
- Manage the CCE Chemung calendars, including paper and digital (Outlook), solicit event information from programs, post, enter, and edit information on event listings, and share event information with the public by phone, website, and social media.
- Support program event registration, the development and printing of attendee lists, and sharing of attendee lists with program staff and security.
- Act as the point of contact for general CCE Chemung phone and emails, entering emails into TA reporting, taking messages, forwarding calls/messages to programs, and, when possible, answering community phone questions based on commonly available information (event registration materials, outreach flyers, TA referral handbook, calendar).
- Assist administration staff with:
- Send meeting reminders to program advisory boards and Board members, attend monthly board meeting as required.
- Developing and sending monthly program report to the board, board emails, mailings or outreach, including interoffice mail or direct hand delivery to stakeholder offices.
- Archiving board materials.
- Supporting board activities as required, including notetaking, logistics, archiving, reporting.
- Acceptance and delivery of program materials to stakeholder offices.
- Enter TA calls into the PD&R website or Excel spreadsheet.
- Assist Administrative and program staff with printing, laminating, label creation, mailing, binding, stapling, packet assembly, and material preparation.
- Manage the calendars for Room 110, Lunchroom, Meeting Room, and Owl, including assisting staff with identifying a suitable space and alternates, room setup, room tear-down, and the creation and updating of a public room list for non-CCE owned spaces.
- Pick up mail daily, distribute mailboxes and programs, deliver mail to the mailroom, interoffice mail, drop off packages to FedEx or USPS, accept packages, and provide programs with delivery notifications.
- Act as the primary point of contact for maintenance and janitorial concerns between the Association and Chemung Co. buildings and grounds. Manage and take out recycling.
- Maintain order and tidiness in Room 110's administrative spaces, Lunchroom, storeroom, meeting room, reception area, cabinets and lockers, and hallways. Assist with leading delegated administrative functions, including Association clean-up and shredding days, arranging for recycling or removal of disused supplies (electronics, furniture, etc.).
- Assist with leading delegated administrative functions, including furniture, supplies, and key inventory, organization, and supply ordering.
- Cleaning lunchroom, storage areas, closets, and shelving as needed, including light housekeeping (surface cleaning, sanitizing, and vacuuming).
- Assist the Office Coordinator by entering into Accumatica checks and cash gifts, delivering bank deposits, creating voucher entries, performing check distributions, and mailing payables. Match receipts to credit card invoices.
- Greeting visitors and notifying the program staff of visitors. Always maintaining a tidy and welcoming reception area for visitors.
- Update daily staff attendance on the staff board.
- Serve as the Safety Officer, including maintaining annual insurance inventory, assisting the Executive Director in regular safety checks, and maintaining safety information.
- As directed, collect and print media mentions and articles for archiving.
- Work with the office coordinator to update and distribute administrative documents, including phone lists, mailing lists, emergency call lists, copier codes, and forms (travel forms, vouchers, reservations for travel, tax ID).
- Work with the office coordinator to update and maintain a list of tax-free codes, passwords and sign out sheets for Association shopping cards.
- Under the direction of the Executive Director, update administrative bulletin boards and signage. Assist program staff with updating program bulletin boards.
Professional Improvement and Other Duties as Assigned - 5%
- 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 in programming and association priorities.
- Collaborate in activities that are in general support of Cornell Cooperative Extension including but not limited to attendance at staff meetings, timely reporting of expenses, working with other staff, general marketing of Extension programs and other duties as assigned.
Health and Safety - Applied to all duties and functions.
- Support the association to maintain a safe working environment.
- Be familiar 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.
Job Title:
Association Admin Asst I
Level:
007
Pay Rate Type:
Hourly
Company:
Contract College
Contact Name:
Jerilynn Cross
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.
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.