REQUIRED QUALIFICATIONS
• Associate’s Degree in business and/or secretarial science or Equivalent Education. GED/High School Diploma plus 1-year transferrable program/functional experience may substitute.
• Experience relevant to the role of the position.
• Ability to meet travel requirements associated with this position.
• Ability to meet acceptable background check standards.
• Ability to work flexible hours, which may include evenings and/or weekends, as appropriate.
• Ability to clearly communicate (speak, read, and write proficiently) in English.
• Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.
• Demonstrated ability to create, use, and maintain complex and unique databases of information.
• 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.
• Strong organizational skills and attention to detail.
• 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 provided to enable individuals to perform the essential functions.
PREFERRED QUALIFICATIONS
• 3 years of relevant experience.
• Knowledge of accounting and record-keeping procedures for Extension programming.
• Familiarity with NYS Archives Department requirements.
• Knowledge of marketing for an organization and social media business communication such as Facebook, Twitter, Instagram.
• Proficiency with Adobe products such as Acrobat, InDesign, Photoshop, and Illustrator.
• Experience with web site maintenance and development.
ESSENTIAL FUNCTIONS
Administrative Direction – 5%
• Assist and support program leadership by actively participating in team discussions, providing administrative knowledge-based input into the development of policies and procedures, planning, evaluation protocols, organizing systems for newly emerging programs and revisions of existing programs.
• Assist with providing administrative staff direction and support to accomplish assigned tasks.
Administrative Management – 5%
• Assist in managing reception area/welcome desk to ensure appropriate coverage and needs are met related to meeting room reservation and door locks.
• Identify operational problems, issues, concerns, and possible solutions. Collaborate with Supervisor and other staff to take appropriate corrective action.
• Support and ensure volunteer direction and management procedures are followed according to established policies and procedures (VIP) by providing guidance, leadership and resources for volunteers and volunteer leaders including recruitment, screening, orientation, training, evaluation, and management.
Administrative Coordination/Operation – 85%
General Association Support:
• Assist staff in day-to-day coordination of business operational activities following standard operating procedures for efficient business operations.
• Maintain pleasant relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence.
• Greet and welcome on-site visitors and guests as soon as they arrive at the office.
• Answer incoming telephone calls, determine the purpose of callers and forwards calls to appropriate staff or department.
• Check voice mail and return messages, check association e-mails, and respond or forward to appropriate educator as needed.
• Maintain pleasant and responsive relationships with the public and staff.
• Act as knowledgeable liaison for participants, volunteers, and general public. Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed.
• Maintain office security by following safety procedures and controlling access to working areas.
• Produce (develop, edit, format, and publish) word processing documents including but not limited to letters, newsletters, newspaper/radio releases, general program advertising, and reports.
• Create and maintain organized and up-to-date files and database(s) for Association and programs.
• Effectively utilize Microsoft Access and/or other software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation, including managing Association CRM system.
• Process and maintain class and special event registrations and monies as per established policy.
• Provide administrative support for monthly staff meetings via preparation of announcements and agendas, recording and typing of meeting minutes, tracking action items, implementation of follow-up activities and maintaining necessary documentation/files.
• Coordinate tasks and small projects to keep action items on time and complete.
• Schedule and coordinate meetings, appointments, travel, and special events as needed.
• Coordinate refreshments, room set-up and clean-up for meetings and events.
• Coordinate telephone/video conferencing, as necessary.
• Provide administrative support for monthly staff meetings via preparation of announcements and agendas, recording and typing of meeting minutes, tracking action items, implementation of follow-up activities and maintaining necessary documentation/files.
• Maintain and reconcile Association leave accruals and records in accordance with established policy and procedures.
• Conduct background and MVR checks via established protocol, as necessary.
• Serve as Association point of contact for a variety of office equipment including copiers, telephone & fire system; monitor website and server for current status and maintenance. Troubleshoot and identify operational problems, issues, concerns, and possible solutions. Under guidance from supervisor, take appropriate corrective action.
• Maintain appropriate inventory of office supplies. Communicate needs and make recommendations for the purchase of supplies. Place orders as appropriate according to established procedure.
• Maintain phone system including appropriate outgoing messaging, assisting staff and volunteers with basic phone use, transferring, setting up voicemail, and act as liaison with county helpdesk for maintaining system, staff names and extensions.
• Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures.
• Maintain confidentiality of all information and data collected, accessed, and/or maintained.
• Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board, and others as requested.
• Transport self and/or program materials/resources necessary for performing position responsibilities.
Marketing/Communication:
• Support educator staff with preparation of program brochures and fliers as well as general Association brochures and displays with Executive Director and/or supervisor guidance.
• In coordination with staff, respond to general requests for information about CCE programs, activities, and grants in the community.
• Maintain and update website(s) and/or social media content to ensure current and timely news and information.
Financial Operations:
• Perform accounting functions according to association policy (FORM codes) including, but not limited to:
A/P vouchering/entry into accounting software.
Enter A/R into accounting software.
Process checks after proper authorization and verification with appropriate staff.
Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher.
Cash receipts entries, bank deposits and withdrawals, accounts receivable invoices.
Vouchers for cash disbursements and accounts payable entry.
• Make bank deposits as needed.
Board of Director and Committee Support:
• Assist in providing administrative support to the Board of Directors and Extension Foundation as appropriate (i.e., schedule meetings, send meeting reminders, prepare board packets, , provide all on-going and annual support to the board).
• Assist with communication to Board of Directors and committees to set-up meetings, follow-up on requests and provide general reports and information.
• Update and prepare resources and materials for board of director meetings and committees under guidance and oversight from Executive Director and/or Board President.
• Update and prepare resources for annual board orientation under guidance and oversight from Executive Director and/or Board President.
Association Technology Support (IT Contact):
• Serve as backup liaison between county Association staff, WSBN Lead IT Manager, WSBN IT Coordinator, and/or Cornell University IT.
• Assist with maintaining Association technology inventory and database
• Assist Association staff and/or SBN Lead IT Manager and WSBN IT Coordinator with installation, updates, and maintenance of software related to Association printers.
• Assist Association staff and/or SBN Lead IT Manager and WSBN IT Coordinator with installation, maintenance, and updating software related to networking equipment.
• Assist Association staff and/SBN Lead IT Manager and WSBN IT Coordinator with installation, maintenance and/or updating of general user software as needed/required. (Example: Anti-virus software, Adobe Acrobat, java, Office Suite).
• Serve as backup contact for rebooting network router if/when needed.
• Assist Association in maintaining computer security standards according to Cornell University Policy. (Examples: enforce password protection and discourage password sharing, keep anti-virus software up-to-date)
Professional Improvement – 5%
• In cooperation with the Supervisor, 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.
• Participate in all required orientation, training, and/or in-service meetings and events as scheduled/required.
Health and Safety - Applies 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.
Policy and Other Duties as Assigned - Applies to all duties and functions
• 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 other duties as assigned.
• Conduct all programming and activities in accordance with applicable federal, state and local laws and regulations.
• Aware of, and adheres to, established Cornell Cooperative Extension Association policies, procedures, processes and Skills for Success.
• Represent Cornell Cooperative Extension to the public, community leaders, colleagues, volunteers, members of Cornell University faculty and staff, government officials and the general public in a professional manner at all times.
• Perform all assigned duties in a professional, timely, and accurate manner.
• Maintain regular and predictable attendance and punctuality.
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POSITION DETAILS
Expected Weekly Hours: 40 hours per week (Full-Time)
Hourly Wage: $23.00 to $23.50, commensuarate with experience.
Location: Based from the Rochester, NY office
Remote Status: Remote work is not available.
Benefits: Full benefits, based on eligibility, including:
• Paid Vacation, Sick, and Personal leave
• Paid Holidays
• NYS Health Insurance Program (including Dental Insurance)
• NYS Retirement (NYSLERS)
• Tax Deferred Annuity Plan
• Long-Term Disability
• Employee Assistance Program (EAP)
• Flexible Spending Accounts
• Term Life Insurance
• Personal Accidental Insurance
• Legal Plan Insurance
• Auto and Homeowner’s Insurance
• Pet Insurance
• New York’s 529 College Savings Program
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APPLICATION DEADLINE
Apply online by 11:59pm EST on May 7, 2026
Review of applications will begin immediately. Position will remain open for applications until satisfactory pool has been identified. Contact Kimberly at wsbn-recruiter@cornell.edu with questions.
Please be sure to read the Notice to Applicants found on the Jobs with CCE page.
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HOW TO APPLY
To be considered all applicants are requested to:
(1) Complete all sections of the Online Application
(2) Upload/attach a Cover Letter and Resume
(3) Upload/attach 3 Professional References
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Upload *ALL* documents (PDF or MS Word format) at the beginning of the application process. This allows our system to pre-fill parts of the application and saves you time.
External Applicants (including current employees of other CCE offices): Submit application materials via the "APPLY" button located within this job posting. Please refer to Applying for a Job (External Candidate) for additional guidance.
Internal Applicants (current employees working at this CCE office): Apply via Workday under the "Career, Talent and Performance" section.
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. If you require an accommodation so you may participate in the selection process you are encouraged to contact the recruiter listed above.
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No relocation or VISA Sponsorship available.
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Job Title:
Association Sr Admin AsstLevel:
005Pay Rate Type:
HourlyCompany:
Contract CollegeContact Name:
Kimberly AmeyCornell 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.