Website Cornell Cooperative Extension Dutchess County
With high level of initiative and discretion, the Cornell Cooperative Extension Dutchess County Senior Administrator assists in leadership and direction for all delegated and assigned functions of the Association. As a member of the Association leadership, helps establish and recommends policies and procedures for legal and efficient Association operation and assists in decision-making process. Handles all Human Resource needs of association including coordination of search and hiring and supervision, and promotion and termination of all employees. Responsible for full range of management duties including access to confidential data and completing complex projects and reports. Acts as Grants & Contracts Manager for the association. Provides high-level assistance to Executive Director and Finance Manager in decision making regarding budget, purchasing and related areas. Fills in for the Executive Director at events and functions and serves as the point of contact for Association operations in his or her absence. Must comply with codes, policies and procedures issued by Cornell University, Cooperative Extension and Cornell Cooperative Extension Dutchess County; primarily an administrator not an educator.
Bachelor’s Degree or equivalent. Associates Degree and two years transferrable functional experience is acceptable.
Familiarity with standard Human Resource procedures in business world;
Familiarity with budget preparation, cash flow tracking, reporting, compliance, financial statement preparation.
Must demonstrate the tact, judgment and flexibility to effectively relate to people in order to motivate and direct their activities;
Ability to initiate, plan, and organize work;
Ability to communicate effectively through oral and written channels;
Knowledge of secretarial and office management and basic fund accounting procedures;
Advanced computer skills, including database management;
Ability to recruit and maintain a quality administrative and/or programmatic staff;
Ability to creatively solve problems;
Ability to work as part of a team and independently;
Ability to manage long-term goals within a context of day-to-day deadlines;
Managerial skills to perform a number of varied and unrelated complex tasks using independent judgment;
Ability to meet travel requirements associated with this position; personal vehicle may be necessary for business use, mileage reimbursed.
Ability to meet acceptable background check standards.
Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
Master’s Degree and five to seven years of progressively responsible office experience which includes administrative management;
Proficiency in the use of MS Excel and other MS Office products as well as web based applications;
Experience in budget preparation and management, accounts receivable/payable tracking, expense/revenue tracking, cash flow tracking, reconciliation, reporting, compliance, financial statement preparation.
Knowledge of risk management principles and practice.
Direction – 30%
Provide high-level assistance with planning and strategizing to executive director.
Support the Executive Director to strategically plan for overall Association expenses and purchasing, including bids from contractors and purchasing options related to building remodeling and repair.
Strategically anticipate and plan for the overall Association’s staffing plan to ensure a quality staff, following effective recruiting and hiring measures; with the executive director develop a comprehensive training and supervision program.
Build strong relationships within and external to the Association via meetings and communications.
Strategically plan, with the staff led Marketing and Communications Committee, for the Association’s marketing and mass media efforts.
Plan, with CCEDC’s executive director and the Fundraising Committee, all CCEDC fundraising activities.
Management – 35%
As member of the Association Leadership, guide the Association to ensure compliance with policies and procedures.
Monitor and guide the effective day-to-day building operation to ensure maintenance of facilities in a safe and effective manner.
Uphold a professional work atmosphere and handle emergencies and unforeseen circumstances by using sound office procedures and Association policies to manage office, work flow and enforce project deadlines.
Oversee and expedite Association business operations while meeting all federal, state and local regulations.
Provides direct supervision to facilities staff and provides support to staff supervisors including the supervisors of Account Representatives, Senior Administrative Assistants, and interns as needed.
Provides leadership and guidance to staff with oversight of Association volunteers to facilitate problem solving and conflict resolution that arise and to comply with Volunteer Involvement Policies.
Assist Executive Director and Finance Manager with oversight of financial transactions, management of association funds, and other critical financial processes.
Assist with the preparation of the Association’s annual budget and required financial reports for review by Executive Director and the Board.
Oversee research of and application to grant opportunities, maintenance of all grants and contracts for the association by serving as grants/contract manager.
Fills in for the Executive Director at events and functions and serves as the point of contact for Association operations in his or her absence.
Provide guidance to principal investigators on grant/contract operations and proposals.
Provide guidance to staff, supervisors and the Executive Director with regard to annual staff performance evaluations and ensure all annual performance reviews with staff are completed. Provide continuous feedback, coaching for performance management processes for staff and conduct exit interviews.
Oversee the proper function of all office equipment by knowing usage and capabilities of the equipment and by overseeing the appropriate staff/consultants or through the requisition of outside vendors. Also troubleshoot breakdowns and provide for preventative maintenance of equipment.
Coordination/Operation – 30%
Coordinate effective day-to-day office operations by maintaining efficient work and leave schedules for support and program staff.
Take an active role in all personnel actions and ensure they follow legal and Association policy requirements and are documented and processed in a timely manner; establish and maintain all personnel records and ensure confidentiality and compliance with legal retention periods, initiate the required paperwork for Cornell University, review and maintain and provide suggestions for revisions to the Association HR Policy Manual as needed.
Provide comprehensive training to assigned staff including orientation and benefits guidance for new employees.
Maintain the necessary Association confidential administrative files, including the supervision of database files, in a manner which follows set standards and allows for easy access by authorized personnel
Act as administrative liaison and partner with Cornell University; serve as liaison with SBN HR Lead and Cornell Benefits Services as needed for all benefits programs for the total staff, helping to communicate this information to the staff.
Serve as Right to Know, Americans with Disabilities Act, and Affirmative Action and Diversity Plan representative; provide guidance and assistance to staff to ensure compliance.
Serve as FOIL officer for the Association and ensure that permanent records are archived in a proper manner by serving as Records Management Officer for Association.
Serves as liaison with banking institutions to assist finance with monthly reconciliations, processing of deposits and transfers of funds when applicable.
Serves as payroll contact for association including weekly sign off of hours
Purchase and maintain office technology and upgrades as needed within budget constraints and working with SBN IT Lead.
Assist in coordinating Association-wide events, and participate when appropriate to strengthen and maintain the Association image.
Implement CCEDC fundraising activities with Administrative staff, the executive director and the CCEDC Fundraising Committee.
Maintain strong relationships within and external to the Association for regular meetings and communications. Represent the Association at functions in the Executive Director’s absence.
Act as Assistant to the Treasurer of the Board of Directors and as Recording Secretary for the Board of Directors.
Schedules all Board and Committee activities for the Association, maintains Board records and facilitates communication between Board members and CCEC Staff.
Professional Improvement – 5%
In cooperation with 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.
Collaborate in activities that are in general support of Cornell Cooperative Extension and perform other duties as assigned.
Health and Safety – Applies 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 – Applies 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 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, exempt, benefits eligible position. Annual salary starting at $55,000, commensurate with experience. Excellent benefits, based on eligibility, including:
Vacation, Sick and Personal time
NYS Health Insurance Program (including Dental Insurance)
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
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 Dutchess County are considered internal applicants and must apply online through their Workday account which may be accessed here: http://workday.cornell.edu/
All applicants are requested to submit a cover letter, resume and indicate three individuals who may be contacted as a reference. Please 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. For instructions, visit:
All applications must be received on-line by May 9, 2019. Position closing dates may change based on Association needs.
View full details here: https://cornell.wd1.myworkdayjobs.com/en-US/CCECareerPage/job/New-York-State-Other/Assistant-Director—Millbrook–NY_WDR-00018637
For additional questions please contact Leah Cadwallader, Regional Human Resources Manager, e-mail LC267@cornell.edu or (845) 340-3990×314.
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