Cornell University · 9 hours ago
Association Administrative Assistant - Jamestown, NY
New York State (Other)
Full-time
Onsite
Entry Level
$16/hr - $18/hr
3+ years expCornell Cooperative Extension of Chautauqua County is seeking a part-time Association Administrative Assistant to provide clerical and administrative support to ensure the efficient operation of the office. The role involves a variety of tasks including communication with the public, document preparation, and coordination of office activities.
BiotechnologyHigher EducationMedicalUniversities
No H1B
Responsibilities
Assist staff in day-to-day coordination of business operational activities following standard operating procedures for efficient business operations
Maintain pleasant relationships and exhibit polite and professional communication with the public and staff 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 forward 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
Respond to general requests for information about Association program/activities, paperwork/registration requirements, and direct requests to educators, as needed
Receive, sort, and distribute daily mail, packages, and deliveries
Maintain office security by following safety procedures and controlling access to working areas
Prepare, edit, and format documents, promotional materials, and reports as requested
Create and/or maintain electronic and physical filing systems
Assemble and ensure delivery of Association newsletters, including execution and maintenance of bulk permits
Serve as the records management officer of the Association
Create and maintain organized and up-to-date files and database(s) for Association and programs
Process and maintain event registrations and monies as per established policy
Coordinate telephone/video conferencing, as necessary
Assist with event planning and coordination
Maintain appropriate inventory of office supplies. Communicate needs and make recommendations for the purchase of supplies. Place orders as appropriate according to established procedure
Assist with maintaining and/or updating website(s) and/or social media content to ensure current and timely news and information
Maintain petty cash, including monthly reconciliation summarizing departmental breakdown, prepare disbursement voucher
Prepare electronic payment (currently PayPal) deposits and enter into accounting software (currently Acumatica)
Make bank deposits as needed and enter deposit details into accounting software (currently Acumatica)
Assist in providing administrative support to the Board of Directors as appropriate under guidance and oversight from Executive Director and/or Board President (i.e., schedule meetings, send meeting reminders, prepare board agenda, prepare board packets, prepare meeting minutes, provide all on-going and annual support to the board)
Review 4-H enrollment records, record payments in 4HOnline, and assist with modifying 4-H enrollments of members and volunteers
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
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
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
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
Qualification
Preferred
Associate's degree or technical/vocational school degree in business and/or secretarial science and 3 years of relevant experience
Experience with web site maintenance and development
Knowledge of accounting and record-keeping procedures for Extension programming
Benefits
Paid Vacation, Sick, and Personal leave
Paid Holidays
NYS Health Insurance Program (including Dental Insurance)
NYS Retirement (NYSERS)
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
Company
Cornell University
Cornell is a privately endowed research university and a partner of the State University of New York.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
David Lesser
Co-Founder: Cornell Tech—Future Founders Club
Emily Ehsan
Co-Founder and Secretary of Rho Psi Eta Professional Healthcare Sorority
Recent News
2025-01-15
2024-01-22
Cornell Chronicle
2024-01-08
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