Marketing and Energy Advising Administrative Assistant - Millbrook, NY

Marketing And Energy Advising Administrative Assistant

Looking to make a difference while helping New Yorkers navigate the clean energy transition? Join Cornell Cooperative Extension Dutchess County and the Mid-Hudson Regional Clean Energy Hub as our Marketing and Energy Advising Administrative Assistant. In this dynamic administrative role, you'll support customer engagement, marketing, communications, and program operations that expand access to energy efficiency, electrification, and clean energy programs across the region.

The Cornell Cooperative Extension Dutchess County (CCEDC) Marketing and Energy Advising Administrative Assistant plays a key role in advancing clean energy initiatives across the Mid-Hudson region by supporting customer engagement, marketing, communications, outreach, and program operations for the Mid-Hudson Regional Clean Energy Hub, a NYSERDA funded program administered by Cornell Cooperative Extension Dutchess County.

This position serves as the first point of contact for residents, businesses, and community partners, providing frontline energy advising support, responding to inquiries through phone, email, and customer management systems, and connecting customers with appropriate programs, incentives, resources, and Energy Advisors. The position is responsible for implementing marketing, communications, and outreach strategies that increase awareness and participation in clean energy programs throughout the region.

Key responsibilities include coordinating events and outreach campaigns, facilitating social media and digital communications, supporting grant administration and reporting, processing invoices, overseeing purchasing and procurement activities, maintaining program databases and records, and coordinating program logistics. The Marketing and Energy Advising Administrative Assistant works closely with Hub staff, subcontractors, community partners, utilities, municipalities, and NYSERDA to support effective program delivery and expand access to clean energy solutions across the Mid-Hudson region.

Required Qualifications:

• Associates Degree or Equivalent Education. GED/High School Diploma plus 1year transferrable program/functional experience may substitute.
• Experience relevant to the role of the position.
• Experience with customer service, outreach, communications, marketing, event coordination, or program administration.
• Experience managing multiple projects and priorities simultaneously.
• Experience using customer databases, CRM systems, or data management platforms.
• Proficiency with windows-based software including use of the internet and Microsoft Office Suite.
• Ability to plan and organize personal work responsibilities according to priorities developed with immediate supervisor.
• Ability to work with a high degree of integrity and sound professional judgment
• 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.

Preferred Qualifications:

• Experience managing social media platforms and digital communications campaigns.
• Experience creating marketing and outreach materials using Canva, Adobe Creative Suite, or similar software.
• Experience supporting grant administration, reporting, invoicing, or procurement activities.
• Basic understanding of clean energy, sustainability, energy efficiency, or environmental programs.
• Fundamental skills in website maintenance/development.
• Conversational fluency in Spanish.

Responsibilities/Essential Functions:

Administrative Responsibilities:

DIRECTION & MANAGEMENT: 15 %

• Assist with research and facilitation of innovative outreach and engagement strategies to expand the Hub's reach and increase participation in programs.
• Assist with the development of program procedures, data management systems, customer tracking systems, and evaluation processes.
• Support program planning, project tracking, and operational improvements.
• Identify administrative and operational issues and work with supervisors to facilitate solutions and improvements.

COORDINATION: 80%

Marketing, Communications, and Outreach

• Implement marketing, outreach, and communications activities to increase awareness of the Mid-Hudson Clean Energy Hub, clean energy programs, incentives, services, and events throughout the region. Ensure outreach is aligned with Cornell Cooperative Extension Dutchess County's overall marketing strategy.
• Create and manage flyers, newsletters, social media content, website updates, graphics, promotional materials, press releases, and other communications materials.
• Maintain the Hub's social media platforms, content calendars, newsletters, and public communications channels.
• Conduct outreach to community organizations, municipalities, media outlets, and partner organizations.
• Track outreach metrics, communications performance, and engagement data to support reporting and continuous improvement.
• Assist with the preparation, distribution, proofreading, and publication of outreach and promotional materials.

Customer and Energy Advisor Support

• Serve as the first point of contact for residents, businesses, municipalities, and community partners seeking information about clean energy programs and services.
• Respond to inquiries received through phone, email, website, and customer management systems.
• Provide basic information regarding energy efficiency, electrification, renewable energy programs, available incentives, financing opportunities, workshops, and events.
• Connect customers with Energy Advisors and appropriate resources and programs.
• Support Energy Advisors and program staff with customer communications and grant requirements and administration.

Administrative, Grants, and Event Logistic s Support

• Participate in program team meetings and discussions, providing administrative, communications, and operational support.
• Coordinate meetings, workshops, outreach events, trainings, and other program activities, including scheduling, registration, logistics, materials preparation, and follow up activities.
• Maintain project databases, spreadsheets, reports, customer relationship management systems, and program records.
• Support grant administration activities including documentation, reporting, compliance tracking, and data collection.
• Prepare invoices, vouchers, purchasing documentation, deposits, and financial records in accordance with Association policies and procedures.
• Manage procurement activities, including ordering supplies, tracking inventory, and maintaining purchasing records.
• Prepare correspondence, reports, forms, certificates, agendas, and other administrative documents.
• Schedule travel arrangements for team members as necessary.
• Provide logistical and administrative support for events, workshops, meetings, and partner activities.
• Create, organize, and maintain program files, records, and internal administrative systems.
• Operate office equipment and provide general administrative support to program staff.

Association shared responsibility

• Mail handling
• Provide primary reception services to greet and assist office visitors.
• General CCEDC email account
• Check signing and petty cash management

PROFFESIONAL 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 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.

• 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 full time, 40 hours per week, benefits eligible, non-exempt position. Compensation paid at the rate of $28