Senior Administrative Assistant - Millbrook, NY

The Cornell Cooperative Extension Dutchess County (CCEDC) Senior Administrative Assistant provides a high level of clerical and administrative support for the Association and the Agriculture/Horticulture and 4-H Program Areas. Using moderate initiative and discretion in performing a substantial amount of moderately complex tasks to support the Ag/Hort and 4-H Program Areas, its programs and the Association, this position provides frontline reception, greeting customers, providing basic information on programs and events, supporting program staff with correspondence, handling numerous personal contacts, answering inquiries; gathering information requiring confidential discretion and a wide variety/depth of knowledge of office operations and procedures. The Senior Administrative Assistant provides a wide variety of complex technical, clerical and/or administrative support including word processing, database manipulation, and spreadsheet development. The position handles general recordkeeping and database management, performing routine data collection and compilation, prepares various educational materials, coordinates event registration and preparation, prepares vouchers for program expenses. May assist with grant preparation, grant reporting and reimbursement requests on a variety of grants. This is a part-time, 20 hours/week, in-office position three days per week.

    

Required Qualifications:

• Associate’s degree or Equivalent Education. GED/High School Diploma plus 1year transferrable program/functional experience may substitute.
• 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, 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 guidelines and direction.
• 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 work flexible hours, which may include evenings and/or weekends, as appropriate.
• Ability to work onsite three days per week.

Preferred Qualifications:

• Experience in working effectively in collective team efforts.
• Experience in collaborating with volunteers and interns. 
• Ability to identify and utilize local resources from the community.
• Fundamental skills in website maintenance/development.
• Basic understanding of bookkeeping.

Responsibilities/Essential Functions:

Administrative Responsibilities:

Direction - 5 %

• Assist program leadership by participating actively in program team discussions, providing administrative knowledge-based input into the development of policies and procedures including but not limited to the use of technology, data systems and evaluation systems.
• Assist program leadership by contributing actively to administrative portions of planning, evaluation protocols proposed in project grants, organizing systems for newly emerging programs and revisions of existing programs, specifically relative to the use of the administrative systems to collect, track and report evaluation data.

Management - 5 %

• Assist with internal controls, such as (but not limited to) mailing checks, bank deposits, issuing/reconciling receipts.
• Review, assess, and verify the completeness, accuracy and timeliness of all data and documentation.
• Ensure security and confidentiality of banking and financial data and staff and program participant information.
• Identify operational problems, issues, concerns, and possible solutions and collaborate with Supervisor to take appropriate corrective action.
• Assist with training new staff on relevant administrative policies, procedures and guiding principles through orientation and ongoing support.
• Provide information to program volunteers or participants as needed related to administrative tasks for program.

Coordination/Operation -  85 %

Provide administrative support to the Agriculture/Horticulture and 4-H Program Areas and the Association:

General coordination for program areas:

• Communication: Create spreadsheets, and reports with guidance from program teams using various forms of technology.  Maintain participant database records and generate reports. Participate actively in programming team meetings, discussions, planning and prioritizing.
• Meeting and event preparation/coordination: 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 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.
• Procurement: Order program materials and resources as necessary. Track program resources.
• 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.

Agriculture/Horticulture Program Area Program Support:

• Administrative support to programming teams and volunteers.
• Provide information and assistance to the public regarding Ag/Hort programs, address concerns and requests with team.  Answer inquiries and relay messages; gather information requiring discretion and a wide variety/depth of knowledge of office operations and procedures. Process commercial and community agriculture/horticulture samples for diagnosis and/or testing.

4-H Program Support:

• Administrative support to program team and participants.
• Provide information and assistance to the public regarding 4-H programs, concerns and requests.  Answer inquiries and relay messages; gather information requiring discretion and a wide variety/depth of knowledge of office operations and procedures.

Association shared responsibility:

• Mail handling
• Provide primary reception services to greet and assist office visitors.
• Administrator of CCE Database of Friends-enrollees/donors/program participants.
• General CCEDC email account primary monitor and distributor to correct staff person in timely manner.
• Check signing and petty cash management; deposits and entering receipts into CCE finance database.
• Process contracts for approval with risk management; procuring certificates of insurance; processing MOU’s/MOA’s as per Standard Operating Procedures.
• Meeting room and calendar management for the Association.
• Association administrative tasks as needed.

.

Professional Improvement - 5%

• In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan to increase competencies relative to position accountabilities and to address changes and Association priorities.
• Collaborate with 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.

• Maintain professional and respectful interactions with clientele, staff, volunteers and the public.
• Assist the Cornell Cooperative Extension system in reaching out to various audiences.
• Aware of, and adheres to, established Cornell Cooperative Extension Association Dutchess 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, 20 hours per week, non-exempt, benefits eligible position. Compensation paid at the rate of $22.00 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 Dutchess 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. 

All applications must be received on-line by May 18, 2026. 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:

Association Sr Admin Asst

Level:

005

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Leah Cadwallader

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.