Administrative Specialist

The 4-H Senior Administrative Assistant will support the administrative efforts of Cornell Cooperative Extension of Tompkins County’s 4-H Youth Development programs. This individual will be responsible for customer communication, clear correspondence, record keeping, facility rental, promotion and marketing tasks, and enrollment and registration of participants and volunteers. The incumbent will operate client management software, manage spreadsheets, maintain accurate accounts and databases, and produce reports. They will answer phone calls in a courteous manner and provide information about program areas to the general public. This person will provide support to 4-H events and fundraising projects. The incumbent will coordinate or assist in the coordination of volunteers and interns for specific events and tasks. The incumbent may assist with the promotion or 4-H events and programs, which may include but is not limited to on-line, social media, email and newsletters. The incumbent will develop effective and efficient workflows within the office environment. They may gather and/or provide information and reports for tracking and planning association expenses and finances. They will function as a member of a team and receive assignments in several program areas and must prioritize assignments and tasks effectively, with assistance from the 4-H/Primitive Pursuits Issue Leader and 4-H leadership team. This position will work primarily in-person in the main office with light travel for errands and between Association campsites, as necessary. REQUIRED QUALIFICATIONS: Associate’s degree. GED/High School diploma and 1-year transferrable experience is acceptable. Experience relevant to the position. Ability to communicate effectively orally and in writing. Ability to provide professional and courteous customer service at all times. Ability to work as a team member. Ability to be flexible within a fast-paced and multifaceted workplace. Excellent organizational skills Ability to receive, plan, track and complete multiple moderately complex administrative tasks simultaneously. Ability to manage time, resources and tasks to meet deadlines. Ability to provide direction to volunteers and interns. Ability to create promotional material in online and other environments. Ability to prioritize tasks and work assignments. Ability to think critically and problem‑solve Ability to meet travel requirements associated with this position Ability to meet acceptable background check standards, if required. Ability to work flexible hours which may include evenings and/or weekends, as appropriate. PREFERRED QUALIFICATIONS: Two years of experience in office management, administrative assistant position Experience working with Cooperative Extension / 4‑H youth development. Experience using customer management software and databases. Experience in web page development and maintenance. Business major or course work Experience in basic accounting practices Experience using marketing tools and creating social media and other on-line content Appreciate, respect and embrace diversity and inclusion in all interactions with colleagues ,staff, volunteers, participants and the public. Proofreading skills, attention to details by recognizing spelling, punctuation, and grammatical errors. Enthusiasm, energy and genuine interest in working with youth and adults Flexibility‑opportunity to increase hours during very busy times of the year. Tolerate the sounds of busy workroom conditions. Able to lift program materials and equipment. Cultural sensitivity and competence in communicating with a wide variety of clients. Experience in fundraising and marketing campaigns. RESPONSIBILITIES/ESSENTIAL FUNCTIONS: Administrative Responsibilities: Direction - 5% May assist with planning for delegated and assigned administrative functions’ marketing and/or mass media efforts. May assist with guiding the delegated and assigned administrative functions of the association, through the development of effective workflows and communication protocols. May assist with anticipating or planning for delegated and assigned administrative functions’ expenses. Management - 10% May assist with planning for delegated and assigned administrative functions’ staffing needs, through coordination of volunteers and interns. May assist with planning for delegated and assigned administrative functions of the association. May assist with planning for delegated and assigned administrative functions finances. Coordination/Operation - 80% Provide excellent customer service and professional client communication in person, via telephone and through email and other correspondence. Publicly represent 4-H programs in a positive manner. Understand and apply program mission in all customer communication and client service efforts. Coordinate and complete registration and enrollment for 4-H camps and programs. Communicate and coordinate with several 4-H program areas regarding program needs and schedules. Communicate time-sensitive information to field staff via phone, e-mail, and in person as necessary. With supervisor guidance and approval, draft difficult correspondence requiring discretion. Maintain office related systems and processes in order to coordinate program activities and keep accurate accounts. Perform data systems maintenance, including but not limited to reviewing entries for accuracy and correcting errors. Verify that payments are made, follow up on missing payments, and review financial information from the registration system regularly with finance staff to ensure accuracy. Perform moderately complex tasks to support the administration of 4-H programs in the areas of financial coordination, communication, marketing, human resource coordination, facilities coordination and operation, and general operations Assist in administrative aspects of fundraising, events and marketing Coordinate facility rentals and agreements at the 4-H Acres and Arnot Forest Field Campus Assist in processing volunteer paperwork. 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. Attends regular staff meetings and trainings as required. 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 Tompkins 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. BENEFITS: This is a full time, 40 hours per week, benefits eligible, Non-exempt position. Hiring Pay rate begins at $22.00 and is commensurate on experience. 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 Vision Access Program Employee Assistance Program 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. Look for us on the web at cce.cornell.edu/. #J-18808-Ljbffr