Cornell University · 1 day ago
AWSMP Education Operations Coordinator - Shokan, NY
New York State (Other)
Full-time
Onsite
Entry Level
$27.30/hr - $27.30/hr
4+ years expCornell University is seeking an AWSMP Education Operations Coordinator to coordinate and carry out education program administration and operations for the Ashokan Watershed Stream Management Program. This role involves overseeing office operations, planning events, and managing logistical support for educational activities in the Catskills region.
BiotechnologyHigher EducationMedicalUniversities
No H1B
Responsibilities
Assist with planning event administration staffing, delegating roles, and establishing administrative staffing schedules
Assist with anticipating and developing administrative and logistical plans for event marketing and mass media efforts
Assist with developing education event budgets
In collaboration with program educators, assist with planning the administrative, equipment, and facility and catering logistics of education program activities and events
Direct event registration activities
Direct office facility coordination and operation
Direct maintenance and reservations for program vehicles and office meeting rooms
Establish and enhance working relationships with education program vendors
Provide administrative support to the overall education program
Assist with the management of office operations in compliance with office lease terms
Assist with managing the use of office meeting rooms, equipment, and shared services
Assist with the administration of facility and small instructor agreements
Manage education program payment requests for the issuance of checks and credit card payment
Manage the submission and reconciliation of receipts and all backup documentation required by the program sponsor using procedures provided by supervisor and the Assn. finance department
Resolve issues with vendors and event participants as necessary, involving supervisor as needed
Manage implementation of event registration forms and websites
Ensure security and confidentiality of enrollment, registration, and payment data and information
Assist with identification of operational problems, issues, concerns, and possible solutions
Assist with onboarding new staff and volunteers on navigating relevant administrative policies, procedures, technology systems, and guiding principles through orientation and ongoing support
With moderate initiative and limited discretion, carry out a range of event coordination, operation, and administrative tasks
Carry out moderately complex correspondence, including electronic and phone communications, with Association administrators, educators, participants, and vendors
Coordinate with facility and catering vendors and program educators to determine appropriateness of venue for event, compliance with safety plans, and within budget
Coordinate the implementation of event administration with facility providers
Coordinate and carry out the implementation of education program publication printing and distribution
Prepare event or project administration timelines and tasks
Prepare administrative components of event summaries and safety plan reports
Coordinate risk management and safety review for education events and small vendor agreements
Prepare and file education program-related permit applications as needed
Provide information to program volunteers as needed related to administrative tasks for program
Coordinate preparation of event-specific modifications to established liability forms and update administrative forms as needed
Develop online event registration forms/websites and maintain event registration lists using software provided by CCEUC (training is provided)
Coordinate registration process with program educators and other administrative staff
Track and summarize event attendance information. Coordinate the modification of existing attendance forms that meet reporting requirements
Track participant and vendor submissions of required event forms
Communicate event information to registrants and participants, including event logistics and required forms for submission
Assist participants with understanding online and paper forms as needed
Create and maintain organized and up-to-date digital and paper files and database(s) related to program administration
Purchase ad space and other event marketing
Answer all general inquiries and correspondence in a timely manner from phone, voicemail, and mail using generic (pre-determined) responses or forward to appropriate staff for follow up
Attend events and meetings at the AWSMP office and at off-site locations to provide administration, operations support, and for professional development
Assist with tracking event compliance with risk management and insurance policies
Transport work related items/supplies as necessary between main office, satellite locations, and work sites as well as other needed errands for the program
Assist with set-up and troubleshooting of wireless internet, conference call, computer, and projector equipment for meetings and events
Make copies, assemble folders, and provide general event support
Prepare and deliver, verbally or in writing as required, event administrative reports such as registration and participation summaries
Coordinate refreshments and room setup for meetings and events
Provide general typing/word processing of correspondence, reports, office forms, etc
Conduct mailing and shipping
Gather and edit addresses for bulk mailings and prepare mailing labels and mailings
Arrange for the printing and bulk mailing of education materials
Update office files that contain Association policies and procedures and legally required notices
Provide support for hiring committees and searches
Take and type meeting notes and provide and file sign-in sheets
Coordinate travel arrangements such as travel schedules and itineraries
Schedule meetings and locations using electronic calendars; issue email and phone meeting invitations at request of supervisor
Submit expense reports in a timely fashion for monthly reimbursement
Prepare and submit all receipts and backup documentation required by the program sponsor to the Assn. finance department
File and organize back-up documentation for financial transactions using provided procedures accurately and promptly
Troubleshoot and resolve vendor payment issues working with Association finance department
Attend team meetings and provide information to coordinate financial administrative processes
Assist with preparation of education event landowner agreements following Association procedures as directed by supervisor
Coordinate implementation of facility and instructor agreements following Association procedures and to meet funder requirements as directed by supervisor
Coordinate and make requests for vendor proof of insurance related to facility and catering agreements
Receive and record event registration payments following standard procedures
Coordinate review of vendor invoices for compliance with contract terms and performance
Manage online and auto-billing accounts including establishing tax-exempt accounts
Assist Association administrators with financial compliance with office lease terms
Coordinate with vendors to obtain forms related to tax-exemption, travel, equipment, and other types of purchasing
Administer and coordinate event-related equipment and supplies rentals
Assist with preparing procurement justifications and approval memos related to travel and equipment purchases that summarize and detail expenses
Carry out equipment purchases with authorization
Assist with procuring office maintenance services following Association policy
Procure travel services and purchases such as lodging, airfare, etc
Purchase supplies and materials for meetings and events
Schedule office equipment servicing and supplies orders
Operate/maintain basic office equipment including copiers, computers, calculators, postage meters; and other office equipment deemed as necessary. Trouble-shoot problems and coordinate more complete repairs
Coordinate office visits of IT specialists with office staff. Coordinate the scheduling of computer tagging, maintenance, and disposal and transport computer equipment between offices
Interact with leaseholder and service providers to schedule site service visits and office and grounds repairs/maintenance
Complete office tasks and small projects
Routinely communicate office information and maintenance schedule updates to staff
In cooperation with Supervisor and/or Issues Leader, 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
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
Qualification
Required
Associate's degree or equivalent education
Experience relevant to the role of the position
Experience assisting with the planning and coordination of event logistics
High level computer skills, including easy, fast, and efficient use of Microsoft Excel and Word software, Adobe Acrobat software, online file storage, and typical online account interfaces
Ability to accurately record and communicate logistical information. Attention to detail and accuracy is a strong job requirement for this position
Ability to organize and track information generated at meetings and through email correspondence. Experience providing administrative assistance, including supplies and equipment purchasing adhering to a procurement policy
Experience entering data and updating and maintaining information databases, particularly using Microsoft Excel spreadsheets
Ability to effectively interface with a large office copier, such as changing and updating settings and trouble-shooting issues
Must be able to maintain confidential information relating to financial and sensitive personnel matters
Excellent verbal and written communication skills
Ability to compose moderately complex written business communications that are complete and accurate
Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, and approaches to problems
Excellent organizational skills in both computing and physical settings
Ability to establish and follow detailed work procedures, set goals, initiate, plan, prioritize, organize work and manage time effectively
Ability to establish and maintain effective working relationships with clients and members of the Association in order to accomplish planned Association objectives
Must be able to work cooperatively on team efforts on a day-to-day basis
Ability to meet travel requirements associated with this position
Ability to work flexible hours that may include evenings and/or weekends, as appropriate
Ability to lift and transport program materials and equipment
Ability to occasionally work outdoors and tolerate a range of environmental conditions
Preferred
Associate's degree and 4 years' experience or equivalent combination
Ability to convert digital forms into different file formats and troubleshoot layout issues using standard business software such as Adobe Acrobat and Microsoft Word
Experience setting up and interfacing with typical client management or event registration software
Experience developing online or written publications for program participants that communicate logistical, administrative, and program/event information
Experience and or interest in environmental conservation
Ability to create fillable forms in Microsoft Word and Adobe Pro. Skill in using a variety of office machines and computer equipment
Benefits
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
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
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