Voted a CNY best place to work in 2025, Cornell Cooperative Extension of Madison County is seeking a part-time Administrative Assistant for the office located in Morrisville , NY! This position will serve as the Administrative Assistant for Cornell Cooperative Extension Association Madison County and will provide support to the organization including, but not limited to: answering and managing the phone system and general email correspondence, greeting and directing visitors, receiving program fees, room rental fees and other payments to the Association, database entry, organizing files, board material organization, storage and supply areas, updating documents, and supporting staff and/or educators as needed. This position will be responsible for the overall clerical support to the Association, adhering to deadlines for reporting and accountability. Assignments include database management; supporting Association meetings, with a focus on board meetings and board records management; assisting the Executive Director and Finance Coordinator with HR and Finance-related administrative tasks; filing and organizing materials; contract management, and special projects as assigned.

Area assignments may change based on Association needs and funding availability. This position will also provide support for assigned financial and HR tasks for the Association. This position will represent Cornell Cooperative Extension to the general public, community leaders, and government officials in a professional manner. Will appreciate and be inclusive in all interactions with clientele, staff, volunteers, and the public.

    

Required Qualifications:

• High School Diploma or Equivalent Education.
• Two years of experience as an Administrative Assistant.
• Strong Customer Service skills and ability to multi-task.
• Demonstrated proficiency in writing, editing, and proofreading a variety of materials, including correspondence, reports, and promotional content, with attention to detail and accuracy.
• Proficiency with windows-based software including, but not limited to, Adobe and Microsoft Office Suite including MS Word, Excel, Outlook, etc.
• Ability to plan and organize personal work responsibilities to initiate, organize, and implement established goals.
• Ability to work with a high degree of integrity, sound professional judgment, and the ability to handle confidential and sensitive information.
• 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 work proactively as part of a team with co-workers, advisors, community members, and professional leaders.
• Ability to meet travel requirements associated with this position, including a valid state driver’s license.
• Ability to work flexible hours which may include evenings and/or weekends, as appropriate.

Preferred Qualifications:

• Experience with telephone systems and database management and programs.
• Knowledge or ability to learn programs related to website maintenance and newsletter development.
• Knowledge of accounting software, including Acumatica
• Excellent mathematical skills and ability to make computations quickly, accurately and to translate computations into verbal and written reports.
• Creativity; strong working knowledge of design and layout of basic publications; and an eye for professional quality production.
• Previous experience with Human Resources and/or Finance functions.
• Self-starter with the ability to critically problem-solve and follow through on assigned responsibilities.

Position Details:

Voted a CNY Best Place to Work 2024 and 2025!
Generous time off, including vacation, sick, personal, and 12 holidays per year

Expected Weekly Hours: 20 hours per week

Hourly Wage: $19.00 -$20.50 per hour

Location: Oneida County CCE office in Morrisville , NY .

Benefits: Great Benefits ; including spectacular time off!

• NYS Health Insurance Program (including FREE Dental Insurance)
• NYS Retirement

Administrative Responsibilities:

Coordination/Operation – 95%

• Answer telephones and assist or direct calls to appropriate person.
• Greet and direct visitors in a professional and warm manner
• Maintain/coordinate telephone system to ensure calls are directed appropriately.
• Finance Assistance:
  • Receive and document program fees, room rental agreements and other payments to the Association.
  • Complete and upload vouchers for expenses incurred by administrative staff.
• Human Resources Assistance:
  • Assist with hiring and onboarding administrative tasks as assigned, including completing paperwork for new hires, maintaining search files,
  • Providing assistance and training to new staff regarding the phone system, mail system, copier, IT system and equipment sign out.
  • Assist with staff engagement activities including office celebrations, potlucks, birthdays, and holiday gatherings.
  • Serve as liaison to ED and Finance Coordinator for inquiries.
• Office Coordination:
  • Assist with office maintenance duties including emptying dehumidifiers, taking out trash, and/or replacing paper towels.
  • Complete morning opening or evening closing checklist, depending on schedule.
  • Provide support to maintain room use schedules and Executive Director calendar.
  • Coordinate room use and rentals, maintenance scheduling, and building-level vendors
• Serves as primary purchaser for standard office purchases (i.e. Amazon)

• Enter data in various computer programs or into online forms and/or systems.

• Provide support with all correspondence as needed (writing or editing letters, meeting materials and agendas, etc.).
• Record minutes of required meetings and provide meeting materials as needed.
• Provide support for data entry and reporting as needed to comply with grant requirements.
• Provide support for Association Operations as needed, to include:
  • Assistance with records management including updating and filing documents, maintaining a filing system, and shredding and documentation of disposition as needed.
  • Assistance with internal communications to keep all CCE staff aware of administrative and program needs of the Association.
  • Maintain postage meter and coordinate mailings.
  • Maintain copier equipment:  order toner and coordinate repairs.
  • Assist with organizing storage and supply areas as assigned.
• Maintain specified Association documents as assigned, including Board of Directors records.
• This position will exercise care when utilizing any Association owned property and/or resources while performing position responsibilities

Professional Improvement & 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 and Association priorities.
• Participate in all required orientation, training, and/or in-service meetings and trainings as scheduled/required. 
• Pursue personal growth through expanding personal knowledge of the total organization and through updating techniques and technical skills relating to the position.
• 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 Cooperative Extension programs and perform other duties as assigned.
•  Maintain regular and predictable attendance and punctuality.

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.

  

Job Title:

Association Admin Asst II

Level:

006

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Regina Lowder

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.