Job Information
Cornell Cooperative Extension Office Manager - Hamden, NY in Hamden, New York
The Office Manager will provide administrative direction, management, and coordination for all Association Operations as well as assigned local human resources. This position will also provide high level support to the Executive Director, Board of Directors and Standing Committees.
This position will establish and recommend policies and procedures while collaborating with the Executive Director on administrative tasks related to personnel, facilities, Board of Directors, Shared Business Network (SBN) assignments, and Cornell Cooperative Extension Administration directives as required.
This position will work closely with the Executive Director and SBN Human Resources, and IT Manager to ensure that functional area best practice recommendations are implemented in accordance with established methods and timeframes.
Required Qualifications:
Associate degree or high school diploma/GED and 1 year of transferrable functional experience.
Experience relevant to the role of the position.
Ability to clearly communicate (speak, read, and write proficiently) in English.
Ability and willingness to collaborate with diverse audiences and maintain cultural sensitivity.
Ability to communicate effectively, clearly, and tactfully through verbal, written and electronic methods.
Ability and willingness to work with a high degree of integrity, accuracy, organization, sound professional judgment, and the ability to manage 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.
Strong interpersonal skills with proven ability to work effectively with advisory boards and committees, community and funding partners.
Ability to follow oral and written instructions and assume responsibility with general guidelines and direction.
Ability to ensure confidentiality of all information at all times.
Ability to effectively participate in professional team efforts.
Ability to relate effectively to co-workers, advisors, community, and professional leaders.
Ability to meet travel requirements associated with this position. Valid driver’s license.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Publisher, and Excel.
Preferred Qualifications:
Knowledge of the organization, operation, philosophy, and objectives of Cooperative Extension and its programs at County, State and Federal levels.
Experience with non-profits.
Grant development and management experience.
Current/Active Notary Public License or willingness to obtain Notary Public License.
Position Responsibilities and Essential Functions
Administrative Direction – 10%
With moderate initiative and discretion, plan for delegated and assigned administrative, marketing, human resource, and facilities functions for the Association.
May assist with planning the overall administration of the Association.
May assist with planning for Association’s marketing and/or mass media efforts.
Communicate the need, and make recommendations for, the purchase of equipment.
Assist with research, planning and preparation of grants and contracts.
In conjunction with the Executive Director, plan for Civil Rights/Affirmative Action and Sexual Harassment training for staff annually.
Plan for Civil Rights/Affirmative Action and Sexual Harassment training for staff and Board of Directors annually.
Working in conjunction with the Executive Director, anticipate and plan for overall Association staffing needs with assistance from program staff including researching and recommending professional development opportunities for staff.
Collaborate with the Executive Director to develop Association Human Resource policies and procedures.
Administrative Management – 15%
Assist in identifying ways to reduce costs and maximize existing resources within the Association.
Assist Executive Director with management of grants and funding opportunities including research, brainstorming, proofreading, managing timelines, and working with staff to ensure each project is meeting deadlines and expectations.
Collaborate with person in social media position to plan and execute an association marketing plan under the supervision of the Board and Executive Director to include publications, news releases, annual report, website, and Annual Meeting.
Strategically plan for the overall Association’s marketing and mass media efforts.
Assist with guiding the administration of the overall Associations communications and staffing needs.
Solve problems and resolve conflicts that arise in the operation of the Association, utilizing appropriate policies and procedures, seeking advice and guidance, as necessary.
Manage the completion of the Association Annual Report and Plans of Work.
Manage and provide oversight to the annual inventory process.
Monitor and guide the effective day-to-day office operation to ensure maintenance of facilities in a safe and effective manner.
Counsel employees on Human Resource policy and procedures, as necessary.
Serve as payroll contact for association. Ensure non-exempt staff timecards are reviewed and approved by established deadlines.
Ensure HR transactions including but not limited to hire, promotion, separation, family medical leave, extended medical leave, etc. are processed in a timely manner as necessary.
Ensure Association leave accruals and records are maintained in accordance with established policy and procedures.
Ensure that each employee completes mandatory annual trainings, including but not limited to sexual harassment training and Title VI civil rights training.
Ensure that all required civil rights and employment information is posted clearly in the office.
Represent the Association at meetings, events, and functions in the Executive Director’s absence.
Review and manage the Association’s newsletters, legislative updates, social media communications (Facebook, Instagram, and Website), press releases, public relations and event marketing and fundraising marketing/communications.
Assist Executive Director, and SBN Lead HR Manager with development and updating of position descriptions.
Assist the Executive Director in ensuring the Association is meeting the overall objectives in all grants and contracts.
Administrative Coordination/Operation – 70%
With high initiative and discretion, perform a moderate amount of highly complex tasks to support the administration of the Association as well as the delegated and assigned administrative, marketing, human resource, and facilities functions for the Association.
Assist Executive Director with high-level and confidential documents and communication preparation.
Complete special reports and projects as appropriate.
Coordinate the completion of annual plans of work.
Maintain Association’s files including confidential organization materials.
Prepare, maintain, and distribute documents including Human Resource Policy Manual, Standard Operating Procedures, Organizational Report, and other items, as necessary.
Submit required reports to Cornell University and/or Cooperative Extension Administration, as necessary.
Effectively maintain existing professional relationships with other agencies, organizations, vendors, and businesses.
Maintain confidentiality of all information and data collected, accessed, and/or maintained.
Maintain a high level of confidentiality in all position responsibilities.
Prepare and submit accurate expense reports, mileage reports, receipts/supporting documentation, and/or vouchers in a timely manner per established policy and procedures.
Provide data and information to assist with preparation of reports, impact statements, and success stories for funders, advisory committees, Board of Directors, and others as requested.
Approve financial transactions in Acumatica in the Executive Director’s absence.
Maintain contracts and coordinate insurance certificates and approvals with PW Wood/risk management and maintain contract files.
Board of Director and Committee Support:
Communicate with the 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. Attend Board meetings and act as secretary.
Update and prepare resources for annual board orientation under guidance and oversight from Executive Director and/or Board President.
Human Resource Operations:
Serve as the Association Human Resources representative.
Serve as Right to Know, American Disabilities Act, and Affirmative Action and Diversity Plan representative and provide guidance and assistance to staff to ensure compliance.
Function as liaison between the Association and CCE administration’s HR team, SBN Lead HR Manager, PW Wood, and HR One Consulting, Inc.
Collaborate with the Executive Director and SBN HR Team to update and maintain policy manual and Standard Operating Procedures Manual.
Prepare and transmit HR/Personnel transaction forms to the SBN staff for processing into Workday.
Serve as liaison between Association staff and PW Wood for all Certificates of Insurance. Maintain contract files.
Maintain personnel files per established procedures and protocol, including records retention, to be in compliance with all state and federal laws, and Cornell Cooperative Extension and University policies and procedures.
Coordinate and implement on-boarding for new hires including completion and filing of Form I-9, providing orientation and benefits guidance in compliance with established policies and procedures.
Assist staff in resolving benefit questions and/or defer to SBN Lead HR Manager, Cornell University Benefit Services or Cornell Cooperative Extension Administration for additional resources or assistance.
Assist with coordination and preparation of position descriptions and/or performance reviews.
Process HR/personnel transactions in Workday.
Coordinate and implement affirmative action/EEO compliant hiring procedures to include position advertisements, position announcements, supporting search committee chairs, assist with conducting background/DMV screenings, and maintenance of search files, etc. in order to meet the Association and system requirements.
Coordinate with Executive Director to implement comprehensive staff orientation procedures.
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.
Participate in all required orientation, training, and/or in-service meetings and trainings as scheduled/required.
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 perform other duties as assigned.
Maintain regular and predictable attendance and punctuality.
Perform assignments and other duties as assigned by the Executive Director.
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 Delaware County policies, procedures and Cornell Cooperative Extension 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.
Contribute to the overall success of the organization by performing all assigned duties in a professional, timely and accurate manner.
At all times act in a professional Customer Service manner including but not limited to business-like demeanor, tactful communications, cooperative, helpful, positive, and receptive manner.
Position Details
This is a full-time (40 hrs/week), benefits eligible, non-exempt position. Compensation paid at $26.98 per hour. This position is located at the CCE Delaware office in Hamden, NY.
Benefits include paid vacation, sick, personal leave, & paid holidays. Additional benefits based on eligibility, include:
NYS Health Insurance Program (including FREE Dental Insurance)
NYS Retirement
Long-Term Disability Insurance
Total Care Employee Assistance Program (EAP)
Voluntary Tax Deferred Annuity Plan
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
Application Deadline
Applications must be received by August 9th, 2024. Position will remain open until a satisfactory pool of candidates has been identified.
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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 Delaware 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
Please submit resume, cover letter and references . 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.
No relocation or VISA sponsorship available.
Please contact Nancy Grotevant, n (tas264@cornell.edu) eg58@cornell.edu , with questions .
https://ccedelaware.org
Job Title:
Association Operations Coordinator II
Level:
004
Pay Rate Type:
Hourly
Company:
Contract College
Contact Name:
Lori North
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 supportive of diversity are strongly encouraged to apply.
Notice to Applicants: Please read the required Notice to Applicants statement (https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs) . 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.
