The Cornell Cooperative Extension Ontario County Operations Coordinator will provide administrative direction, management and coordination for all Association Operations as well as assigned local human resources and information technology responsibilities. This position will also provide high level support to the Board of Directors, Executive Director and 4-H/Parenting Program as identified. This position performs a moderate amount of highly complex tasks to support the Association, within the Human Resources and Information Technology areas. This position will work closely with the SBN Lead HR Manager and Lead IT Manager to ensure that functional area best practice recommendations are implemented in accordance with established timeframes. This position will perform job duties with a high level of initiative and discretion, while maintaining a high level of confidentiality.
Associate's Degree or Equivalent Education (High School Diploma/GED and 1 year of transferable functional experience).
Experience relevant to the role of the position.
Ability to meet travel requirements associated with this position.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Ability to clearly communicate (speak, read and write proficiently) in English.
Ability to relate effectively to co-workers, advisors, community and professional leaders.
Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Publisher, and Excel.
Ability to plan and organize personal work responsibilities according to priorities developed with immediate Supervisor.
Ability to work with a high degree of integrity, sound professional judgment, and the ability to handle confidential and sensitive information.
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 to work in a typical office environment which may include lifting, moving, and/or transporting office supplies, work related materials, and equipment with or without accommodation. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
Administrative Direction - 5%
With moderate initiative and discretion, plan for delegated and assigned administrative, human resources, marketing and/or mass media, and staffing and information technology functions for the Association.
Assist with planning the overall administration of the Association.
Assist with planning for Association's marketing and/or mass media and staffing needs.
Communicate the need and make recommendations for the purchase of equipment and supplies.
Administrative Management - 15%
With moderate initiative and discretion, guide the delegated and assigned administrative functions' expenses, marketing and/or mass media efforts and staffing needs.
Assist with guiding the administration of the overall Association's communications and staffing needs.
Administrative Coordination/Operation - 75%
With high initiative and discretion, perform a moderate amount of highly complex tasks to support the administration of the Association as well as the Human Resources and Information Technology departments.
Assist staff in day-to-day coordination of business operational activities.
Follow standard operating procedures for efficient business operations.
Serve as Association Records Management Officer. Maintain, designate, classify, inventory, and preserve Association records and program files in accordance with NYS and Association retention requirements and schedules.
Serve as Right to Know, American Disabilities Act, and Affirmative Action and Diversity Plan representative.
Serve as Association Safety/Risk Management Officer performing associated duties as directed.
Serve as liaison between Association staff and PW Wood for all Certificates of Insurance. Maintain contract files.
Serve as liaison between the Association and Cornell Cooperative Extension, Finger Lakes SBN HR Lead, PW Wood, and HR One Consulting, Inc. As needed related to operational and human resource issues.
Provide administrative support to the Executive Director regarding Association safety/risk management procedures as well as reviewing the Safety Checklist quarterly.
Maintain Association files as needed.
Effectively maintain professional relationships with other agencies, organizations and businesses that promote effective communication and facilitate continued programming efforts.
Maintain a high level of confidentiality in all position responsibilities.
Complete special reports and projects as assigned relating to Operations as required.
Collaborate with administrative staff to provide general office and reception support as necessary/required.
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, encountered, stored, etc..
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 of self and/or program materials/resources as required.
Provide administrative support for Human Resources functions including, but not limited to:
Serve as the Association Human Resources and Payroll Representative. Coordinate and implement payroll procedures, best practices, and training for employees and supervisors as needed per established protocols and requirements.
Conduct background and MVR checks via established protocol, as necessary.
Coordinate and implement on-boarding and new hire orientation for Association new hires including ensuring completion of Form I-9, providing general office orientation, and benefits information in compliance with established policies and procedures.
Maintain personnel files per established procedures and protocol, including records retention, to comply with all state and federal laws, and Cornell Cooperative Extension and University policies and procedures. Perform file audits to ensure that all required employee documentation is collected and maintained according to established policies and procedures.
Update legal posting as appropriate and implement Human Resources best practices as identified.
Maintain and reconcile Association leave accruals and records in accordance with established policy and procedures.
Assist Executive Director, Supervisors and SBN Lead HR Manager with development and updating of position descriptions.
Coordinate and implement affirmative action/EEO compliant hiring procedures to include position advertisements, position announcements, supporting search committee chairs, and maintenance of search files, etc. in order to meet the Association and system requirements.
Assist Executive Director to ensure Association employees completes mandatory annual trainings, including but not limited to sexual harassment and Title VI civil rights training.
Manage employee related incident reports and coordinate Worker's Compensation process as needed.
Assist with development, review, updates and dissemination of Association Policies and/or Standard Operating Procedures.
Maintain and update office phone tree and emergency contact information as needed.
Attend local and regional SBN HR team meetings to stay current on policy/procedure updates, employment law updates, best practices, and other HR regulations and/or issues.
Provide administrative support for Information Technology functions including, but not limited to:
Maintain connection to SBN IT Manager and reach out as needed for information technology troubleshooting and support.
Assist SBN IT Manager in maintaining Association technology inventory and database. Includes assisting with the collection and transmitting necessary/required information for new devices, equipment, etc. and reporting/transmitting changes to Association equipment to Regional IT Manager.
Under Supervision of Association Executive Director and in consultation with SBN IT Manager, assist with purchasing, installation, and updating staff/office computers.
Stay current with information technology issues and provide information and trainings to staff as needed.
Provide information technology troubleshooting and support for staff and internet services.
Provide on-going computer support/maintenance for Association owned technology equipment.
Update Association website within established procedures as needed.
Assist Association staff and/or SBN IT Manager with installation, updates, and maintenance of software related to Association printers.
Assist Association staff and/or SBN IT Manager with installation, maintenance, and updating of software related to networking equipment.
Assist Association staff and/or SBN IT Manager with installation, maintenance and/or updating of general user software as needed/required. (Example: Anti-virus software, Adobe Acrobat, java, Office Suite).
Assist Association in maintaining computer security standards according to Cornell University Policy. (Examples: enforce password protection and discourage password sharing, keep anti-virus software up-to-date)
Provide administrative support to the Board of Directors as appropriate including:
prepare board packets
prepare and file meeting minutes
prepare and update materials and resources
setup meeting rooms
Update and prepare resources for annual board orientation under guidance and oversight from Executive Director and/or Board President.
Maintain and organize all board files, resources, records, etc.
Serve as recording secretary for Board and Committees as directed.
Provide administrative support to the 4-H/Parenting Program including:
Maintaining organized and up-to-date program and related administrative files and databases,
Processing enrollments and program registration
Producing (develop, edit, format and publish) documents including letters, correspondence, brochures, forms, newspaper/radio releases, general program advertising, reports, budgets, grants.
Professional Improvement and Other Duties as Assigned - 5%
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 trainings as scheduled/required.
Pursue personal growth through expanding personal knowledge of the total organization and through updating techniques and technical skills relating to the position.
Carry out assignments and other duties as assigned by supervisor, including but not limited to local fairs, community activities, etc.
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.
Maintain regular and predictable attendance and punctuality.
Health and Safety - Applies to all duties and functions
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.
EEO/EPO and Policy - Applies to all duties and functions
Conduct all programming and activities in accordance with the Civil Rights Act, Title IX Rehabilitation, Americans with Disabilities Act, and local, state, and regional affirmative action plans.
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.
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.
Aware of, and adheres to, established Cornell Cooperative Extension Association policies, procedures and Cornell Skills for Success.
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 part-time, non-exempt position scheduled to work 37.5 hours per week.
COMPENSATION and BENEFITS: Pay commensurate with experience.
Excellent benefits, based on eligibility, including: * 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
APPLICATION DEADLINE: Review of applications will begin immediately. Position will remain open for applications until satisfactory pool has been identified. For priority consideration, apply by 11:59pm on October 11, 2021.
**ATTACH ALL DOCUMENTS AT THE BEGINNING OF THE APPLICATION PROCESS**
To be considered for this position, you must: (1) Complete *ALL* sections of the online application including your name, full contact information, experience and education. DO NOT JUST ATTACH DOCUMENTS!
(2) Attach a Cover Letter(PDF or Microsoft Word format).
(3) Attach a Resume(PDF or Microsoft Word format).
(4) Attach list of three (3) references (PDF or Microsoft Word format).
READ THE APPLICATION INSTRUCTIONS PRIOR TO APPLYING TO BE SURE YOU ARE UPLOADING DOCUMENTS AS REQUESTED.
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. 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.
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