Cornell Cooperative Extension CCE of Albany County Executive Assistant & Office Manager – Voorheesville, NY in Voorheesville, New York

CCE of Albany County is seeking a full time qualified and experienced incumbent who is primarily responsible for administrative direction, management and coordination functions for CCE of Albany County. The incumbent provides high-level, confidential support to the Association’s Executive Director, Board of Directors (“BOD”) and supervisors. Maintains a full understanding of the Association outreach efforts including specific grants and projects. This position conserves Association Executive Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications. Maintains Association Executive Director and BOD schedule by planning, managing and coordinating meetings, conferences, teleconferences, and travel. The position also provides guidance and support to Association staff, volunteers, the public, and serves as an influential liaison to Cornell University, outside vendors and others. Serves as a positive, cooperative role model for others.

This position directly supervises three full time staff including the Receptionist, Operation Coordinator and Facilities Coordinator. The position also provides Human Resources Information Systems (Workday) support for the Greater Capital Region Shared Business Network (“GCSBN”).

*Application Instructions*

Please include a *cover letter, resume and three references* (at least one who is a current or former supervisor or teacher).

Once your application is submitted you will not be able to change your submission or add attachments.

*External Applicants*: (Including current employees of other Cornell Cooperative Extension Associations) please refer to Applying for a Job (External Candidate) for additional guidance.

*Internal Applicants:* Current employees of the Cornell Cooperative Extension Association indicated in this job posting are internal applicants; please refer to Applying for a Job (Internal Candidate) for additional guidance.

*Apply By*

All applications must be received on-line by *May 1, 2018*. Position closing dates may change based on Association needs.

*Required Qualifications*
  • Bachelor's Degree plus 5 years related experience. Associate’s Degree plus 2 years transferrable program/functional experience may substitute for a Bachelor’s degree.
  • Demonstrated experience in effective supervision and management.
  • 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.
  • Demonstrated ability to write effectively for a variety of materials including but not limited to: procedures, reports and business letters.
  • Ability to work flexible hours which includes evenings and/or weekends, as appropriate.
  • High level communication skills with the ability to communicate effectively with supervisors, staff, Board members, volunteers and others through oral, written, and visual channels. Serves as a role model for positive, cooperative communication for others.
  • Demonstrated proficiency in the use of modern electronic technology (e.g., video, audio, computers, database software, Adobe, Microsoft Office Suite: Word, Excel, PowerPoint, Outlook). Adaptability to learn new tools and software as needed.
  • Ability to meet regular travel requirements associated with this position. A valid NYS driver's license and ability to drive and driving record acceptable for agency insurance coverage are required.
  • Ability to meet acceptable background check requirements.
  • Ability to constantly work in an open office without walls setting, with occasional to frequent distractions and opportunities to demonstrate positive collaboration amongst staff, programs, volunteers, visitors and the public.
  • Ability to remain in a stationary position (for example, standing, sitting) while constantly operating a computer and other office machinery, such as a calculator, copy machine, and computer printer, with or without reasonable accommodation.
  • Ability to frequently move about inside the office to access file cabinets/file documents, office machinery, etc., with or without reasonable accommodation.
  • Ability to regularly lift, move and/or transport Association supplies and equipment with or without reasonable accommodation.
*Preferred Qualifications*
  • Experience supporting nonprofits, governmental agencies, and related organizations.
*Position Responsibilities & Essential Functions*

Administrative Responsibilities:

*Direction - 30%*

  • With high initiative and discretion, plan for delegated and assigned administrative functions of the Association.
  • Provides high-level, confidential planning to support the Association Executive Director for the Association’s administrative functions.
  • Maintains a full understanding of Association outreach efforts including specific grants and projects as part of planning for the Association’s overall administrative functions.
  • Assist with planning Association administrative functions including but not limited to: meetings and events (Annual Meeting, BOD/ committee meetings, Management Team meetings, staff meetings and events, and other events as assigned); grants and contracts; requests for proposal; facilities and facility needs; risk management; workers compensation insurance; records retention and related training, reports and reporting, fundraising.
  • Assist with planning Association finances including but not limited to accounts receivable and petty cash processes, meeting budgets, operations budget, facilities budget, event budgets, etc. Prioritizing potential expenditures, and investigating potential cost savings measures.
  • Assist with planning for Association’s marketing and/or mass media efforts including publications (Annual Report, etc.) and events.
  • Assist with planning for Association’s operations/administrative staffing needs including but not limited to staffing levels/coverage and training needs.
  • Assist in developing Association policy and procedures.

*Management - 35%*

  • With high initiative and discretion, guide and manage the delegated and assigned administrative functions. Provide administrative leadership to staff, volunteers, vendors and the general public; facilitate problem solving and conflict resolution that arise, utilizing appropriate policies and procedures.
  • Ensures confidentiality of Association sensitive information including but not limited to BOD matters, financials, human resources and staffing information, etc. Serves as role model for others to help ensure confidentiality.
  • Serve on the Administrative Management Team.
  • Assist with guiding and managing Association administrative functions including but not limited to: meetings and events (Annual Meeting, BOD/committee meetings, Management Team meetings, staff meetings and events, and other events as assigned); grants and contracts; requests for proposal; facilities and facility needs; risk management; workers compensation insurance; records retention and training, reports and reporting, fundraising.
  • Perform complex tasks related to supervisory responsibility as applicable. Provide supervision and guidance to three full time administrative staff. Carries out staff supervisory responsibilities in accordance with the Association’s policies and applicable laws. Responsibilities include interviewing, and hiring staff; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Jointly develop and review progress of assigned staff development plans as needed to increase staff competency. Assures positive, team-based employee relations. Assist in providing guidance and oversight to Association volunteers, especially Board members. Provide guidance and support to other Association administrative support staff.
  • Serve as the Workday Time Tracking pay representative for CCE of Albany County; review time card records to verify non-exempt staff are entering time on a daily basis; and ensure timecards are approved by staff and supervisors by established deadlines.
  • Assist with managing the operations/administrative finances including but not limited to accounts receivable and petty cash processes, meeting budgets, operations budget, facilities budget, event budgets, etc. Oversees and monitors department petty cash on an ongoing basis. Oversees all deposits for the Association.
  • Assist with guiding the administration of the overall Association communications. Manages and guides the process for Association publications including the Annual Report, newsletters, Association website, social media, etc.
  • Assist with guidance and oversight for annual and special reporting/requirements including but not limited to NIFA, year-end document tracking, NYS grants gateway, federal contract management, DUNS and the Associations ADAP plan.
  • Serves as the Association Records Management Officer. Manages the Association Record Retention policies and procedures. Ensures historical data and records are maintained.
  • Assists in managing Association facility needs, helping to ensure facility/building needs are met.
  • Manage office and maintenance supply purchasing for departments/Association as needed.
  • Manage the Association’s mailroom functions, ensuring incoming and outgoing mail is processed correctly.
  • Responsible for overseeing the Community Service Program.

*Coordination/Operation - 30%*

  • With substantial initiative and discretion, perform a moderate amount of highly complex tasks to support the administration of the Association or departments as assigned.
  • Conserves the Association Executive Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications. Coordinates travel arrangements.
  • Coordinates Association meetings and events including but not limited to the Annual Meeting, BOD meetings, Management Team meetings, staff meetings and events, and other events as assigned. Sets dates and reminders; reserves rooms, orders food, records meeting minutes, facilitates necessary follow up. Coordinates and assists with room set-ups and clean ups.
  • Coordinates Association grants and contracts.
  • Serves as the primary Workday Initiator, accessing highly sensitive and confidential human resource information; frequently and accurately enters HR transactions; prioritizing transactions based on type and effective dates. Quickly follows up with GCSBN Associations on missing or inaccurate data; escalates problems to the GCSBN HR Lead as needed. Serves as a back up to the GCSBN HR Lead as a Workday Management Partner (transaction approver) and Workday Recruiter as needed.
  • Coordinates the Association paid leave accruals (Vacation, Sick and Personal leave) and time off requests. Records and tracks balances and provides staff and supervisors written reports of balances on a monthly and as needed basis.
  • Coordinates and tracks AR (accounts receivables) invoices, enters cash receipts, makes deposits for the Association. Reconciles department petty cash on an ongoing basis.
  • Acts as a liaison with Cornell University, PW Wood Risk Management office, outside vendors and Albany County offices (especially related to operations and facility needs).
  • Orders and tracks Association office and facilities supplies/inventory.
  • Train and orient administrative and other staff; assists with new hire orientation, records management training, etc.
  • Maintains Association grants, contracts, BOD, human resources and other files – creating and organizing files, filing and follows record retention guidelines.
  • Coordinates Association building access; assigns keys, security access, etc.
  • Keeps time log for Community Service participants.
  • Travels on a regular basis in personal and/Association vehicles, purchasing food, supplies and other materials.
  • Regular lifts, move and/or transports Association supplies, food, and equipment.

*Professional Improvement - 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.
  • Collaborate in 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.*

  • Appreciate and embrace diversity in all interactions with clientele, staff, volunteers and the public.
  • Assist the Cornell Cooperative Extension system in reaching out to diverse audiences.
  • Aware of, and adheres to, established Cornell Cooperative Extension Association of Albany 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.
*Position Details*

This is a* full time, exemptposition. Compensation at the rate of *$47,000 annually, commensurate with experience. Excellent benefits, based on eligibility, including:

  • 21 Vacation days, 12 Sick days, 12 Paid Holidays and 3 Personal days annually – plenty of time for work/life balance!
  • NYS Retirement
  • NYS Health Insurance Program (including Dental Insurance)
  • 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

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. If you require an accommodation so you may participate in the selection process you are encouraged to contact Cornell Cooperative Extension Administrative Systems at (607) 255-2117, or via email at: cce.recruitment@cornell.edu.

For additional questions please contact Jim McNaughton, Association Lead Human Resources Manager, e-mail jpm373@cornell.edu or phone (518) 765-3503.

http://albany.cce.cornell.edu/

Job Title:

Association Administrator

Level:

001

Pay Rate Type:

Salary

Company:

Contract College

Contact Name:

Jim McNaughton

Number of Openings:

1

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.

Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans, and Individuals with Disabilities. Individuals who bring a diverse perspective and are support of diversity are strongly encouraged to apply.

  • Posted 6 Days Ago
  • Full time
  • WDR-00014421