Finance and Operations Administrator

Cornell Cooperative Extension of Monroe County has an opening for a Finance and Operations Administrator working full-time from the Rochester NY office. The Association Finance and Operations Administrator will provide administrative direction, management, and coordination for Association operations including assisting the Executive Director with delegated finance, administrative, human resource, business, and facilities operations of Cornell Cooperative Extension of Monroe County. As a member of the Association leadership, help establish and recommend policies and procedures for legal and efficient Association operation. Collaborate with Executive Director on high-level administrative tasks related to finance, personnel, facilities, grants and contract, Board of Directors, business, reports, Western Region Shared Business Network assignments, Cornell Cooperative Extension Administration directives as required. This position will work closely with the SBN Finance, Human Resources, and IT Managers to ensure that functional area best practice recommendations are implemented in accordance with established methods and timeframes. REQUIRED QUALIFICATIONS
• Bachelor's degree in Business, Human Resources, or related field or Equivalent Education. Associate's Degree plus 2 years transferrable program/functional experience may substitute.
• Experience relevant to the role of the position.
• Ability to clearly communicate (speak, read, and write proficiently) in English.
• Ability to meet travel requirements associated with this position.
• Ability to work flexible hours, which may include evenings and/or weekends, as appropriate.
• Ability and willingness to work with diverse audiences and maintain cultural sensitivity.
• Ability to transport/move supplies and equipment, climb stairs with or without reasonable accommodation.
• Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Access, Publisher, and Excel.
• Ability to communicate effectively, clearly, and tactfully through verbal, written and electronic methods.
• Ability and willingness to work with a high degree of integrity, accuracy, organization, sound professional judgment, and the ability to handle confidential, sensitive information.
• Ability to organize, manage, and prioritize multiple tasks, deadlines, requirements, and priorities to complete work in a timely manner and within established deadlines.
• Strong interpersonal skills with proven ability to work effectively with advisory boards and committees, community and funding partners.
• Ability to follow oral and written instructions and assume responsibility with general guidelines and direction.
• Ability to effectively participate in professional team efforts.
• Ability to relate effectively to co-workers, advisors, community, and professional leaders.
• Ability to work in a typical office environment which may include lifting, moving, and/or transporting office supplies, work related materials, and equipment with or without accommodation. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions. PREFERRED QUALIFICATIONS
• Master's Degree in Business, Human Resources, Accounting, Finance, or related field.
• Experience with non-profit finance.
• High level knowledge and background in finance, human resources, or business administration.
• Knowledge of the organization, operation, philosophy, and objectives of Cooperative Extension and its programs at County, State and Federal levels.
• Grant development and management experience.
• Current/Active Notary Public License or willingness to obtain Notary Public License. ESSENTIAL FUNCTIONS Administrative Direction - 30%
• With high initiative and discretion, plan for delegated and assigned administrative, financial, marketing, human resource, and facilities functions for the Association.
• Support and assist the Executive Director to strategically plan the overall administration of the Association.
• Serve as interim Executive Director in the Executive Director's absence to plan for the overall administration of the Association. Financial Direction
• Support the Executive Director to strategically plan for overall Association expenses and purchasing.
• Support the Executive Director during fundraising and capital campaigns.
• Provide high-level input in development of Association annual operating budget.
• Assist with developing Association financial strategies that adhere to all applicable laws, regulations and CCE guidelines for compliance, utilizing the SBN Finance Manager for high-level guidance and recommendations.
• Work with program staff and Executive Director to prepare budget requests and budget modification requests, including the preparation and coordination of comprehensive annual budget for presentation and submittal to appropriate staff, Association Finance Committee, Board of Directors, and County Budget Office.
• Assist Supervisor and program staff to plan for and develop grants/contracts as needed. Human Resource Direction
• Anticipate and plan for overall Association staffing needs with assistance from the Executive Director and program staff.
• Collaborate with the Executive Director to develop a comprehensive training and supervision program.
• Collaborate with the Executive Director to develop Association Human Resource policies and procedures.
• Plan for Civil Rights/Affirmative Action and Sexual Harassment training for staff and Board of Directors annually. Administrative Management - 35%
• With high initiative and discretion, guide the delegated and assigned administrative, financial, marketing, human resource, and facilities functions for the Association.
• Assist with guiding the administration of the overall Associations communications and staffing needs.
• Manage and provide oversight to the annual inventory process.
• Solve problems and resolve conflicts that arise in the operation of the Association, utilizing appropriate policies and procedures, seeking advice and guidance, as necessary.
• Manage volunteer direction and management procedures to ensure compliance with established policies and procedures (VIP) providing guidance, leadership, and resources for staff in the recruitment, screening, orientation, training, evaluation, and management of volunteers.
• Manage the implementation of the standard operating policies under the direct supervision of the Executive Director.
• Monitor and guide the effective day-to-day building operation to ensure maintenance of facilities in a safe and effective manner.
• Support the Executive Director and Supervisors in the investigation process of accidents on the job, if requested.
• Represent the Association at meetings, events, and functions in the Executive Director's absence. Financial Management
• Assist with management and monitoring of expenditures, revenues, etc. ensuring adherence to various internal and external regulations, e.g., GAAP regulations and Cornell Accounting Procedures. Responsible for management of accounting computer operations including: Bank deposits and withdrawals. Accounts receivable invoices. Vouchers for cash disbursements and accounts payable entry. Fiscal year-end financial reports and subsidiary ledgers to Cornell University Extension Administration.
• Ensure payments, petty cash and other financial transactions are processed accurately and timely.
• Monitor contract expenditures and revenues, ensuring adherence to various internal and external regulations. Human Resources Management
• Collaborate with the Executive Director to interpret and enforce Human Resource policies and procedures ensuring consistent application in line with requirements established by the Board of Directors, Cornell Cooperative Extension, state, or federal law.
• Counsel employees on Human Resource policy and procedures, as necessary.
• Serve as payroll contact for association. Ensure non-exempt staff timecards are reviewed and approved by established deadlines.
• Ensure HR transactions including but not limited to hire, promotion, separation, family medical leave, extended medical leave, etc. are processed in a timely manner as necessary.
• Ensure Association leave accruals and records are maintained in accordance with established policy and procedures.
• Assist Executive Director, Supervisors and WSBN Lead HR Manager with development and updating of position descriptions.
• Ensure that each employee completes mandatory annual trainings, including but not limited to sexual harassment training and Title VI civil rights training.
• Ensure that all required civil rights and employment information is posted clearly in the office.
• Provide direct supervision to assigned staff. Provide continuous feedback, coaching and performance management including conducting annual performance reviews for assigned staff. Administrative Coordination/Operation - 30%
• With substantial initiative and discretion, perform a moderate amount of highly complex tasks to support the administration of the Association as well as the delegated and assigned administrative, financial, marketing, human resource, and facilities functions for the Association.
• Coordinate the compilation and authentication of necessary documentation for accreditation and compliance reviews.
• Assist Executive Director with high-level and confidential documents and communication preparation.
• Maintain a high level of confidentiality in all position responsibilities.
• Complete special reports and projects as appropriate.
• Maintain Association's files including confidential organization materials.
• Prepare, maintain, and distribute documents including Human Resource Policy Manual, Standard Operating Procedures, Organizational Report . click apply for full job details