Cornell Cooperative Extension of Ulster County (CCEUC) is seeking an Education Program Administrative Coordinator to support delivery of its stream and watershed education program located at a field office in Shokan, NY. The Education Program Administrative Coordinator will work directly with the stream program leader and educators to administer educational programs and events. Typical stream program events include stream walks, stream snorkeling, site tours,, and multi-day conferences, trainings, and workshops with outdoor activity components for youth and adults. In addition, the program produces educational publications, materials, and reports. The education program is particularly active from spring through fall seasons. Some events are held during evenings and weekends. The ideal candidate is a collaborative and organized self-starter who is comfortable and experienced with writing and computer use. The candidate must be able to use discretion and judgement to implement and coordinate the implementation of CCEUC administrative policies and procedures. The ideal candidate will enjoy getting their hands dirty and feet in the water from time to time.
The Education Program Administrative Coordinator will use moderate levels of initiative to both coordinate and perform business activities needed for delivery of education events and projects. This may include event-related purchasing, internet and computer needs, communications and marketing, event registration and payment, facility arrangements, publication printing and distribution, and oversight of staff or volunteers working an event. The Education Program Administrative Coordinator will assist with procurement activities such as obtaining quotes and proposals and developing facility and instructor agreements.
Other support for education events and projects includes coordination and implementation of safety procedures and notifications, participant screening and liability, obtaining proof of insurance and permits, and arranging catering and other support services. The Education Program Administrative Coordinator will assist with administrative staff hiring and coordinate administrative assignments for events.
The Education Program Administrative Coordinator will supervise a part-time, AWSMP Administrative Assistant responsible for general administrative assistance, maintenance of the program office and vehicle, staffing the front desk, supplies purchases, event registration, processing payment of event fees, and delivery of event administration, as available. The part-time AWSMP Administrative Assistant position is currently not staffed. Training will be provided to both positions in all CCEUC procedures during the first year of employment.
The Ashokan Watershed Stream Management Program (AWSMP) is funded through a five-year agreement with the NYC Department of Environmental Protection. The AWSMP serves the Ashokan Reservoir watershed located in the Catskills region of Ulster County and part of the NYC Water Supply System for 9 million New Yorkers. The AWSMP works in partnership with communities to protect and restore stream corridor stability and ecosystem integrity in the watershed. The program engages in a range of activities such as technical education and public outreach, research and monitoring, community grants, flood response and planning, stream assessment, stream restoration projects, and more.
The AWSMP office located in Shokan, NY is normally open to the public from 8:00-4:30 M-F. The office is shared by staff and interns from several government agencies participating in the AWSMP, including CCEUC, Ulster County Soil and Water Conservation District, NYC Department of Environmental Protection, and Ulster County Department of Environment. Some duties may include logistical support and coordination with partner agency staff involved with AWSMP events and projects.
The Education Program Administrative Coordinator (40 hours/week) will report to the AWSMP Program Leader (Issue Leader) at CCEUC. A full benefits package is available. The position is located at the AWSMP office in Shokan, NY. The position requires some travel from Shokan to Kingston or to locations in the Ashokan Reservoir watershed. A program vehicle may be available to perform work-related travel or personal mileage is reimbursed.
Associate's Degree or equivalent education.
Experience relevant to the role of the position.
Experience providing administrative assistance, including small contract administration, vendor procurement, and equipment purchasing according to procurement policy.
High level computer skills, including within MacOS or Windows operating interfaces, Microsoft Excel and Word software, Adobe Pro software, use of file naming and foldering systems, and online interfaces.
Experience creating, using, and modifying forms in a computing environment.
Ability to efficiently use computers and computer software to enter data and manage information, create spreadsheets, and write and generate reports.
Must be able to maintain confidential information relating to financial and sensitive personnel matters.
Excellent verbal skills and substantial written communication skills.
Ability to compose highly complex written business communications that are complete and accurate.
Ability to accurately summarize and communicate logistical information.
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 demonstrate a high degree of accuracy, integrity, sound professional judgment, tact, and maturity to effectively relate to people in order to accomplish Association's goals.
Must be able to work cooperatively in a team effort 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 work outdoors and tolerate a range of environmental conditions.
Bachelor's Degree and 4 years' experience or equivalent combination.
Experience administering contracts in a sponsored program office or for municipal government.
Experience developing and delivering trainings in administrative procedures.
Experience and or interest in environmental conservation.
Experience with marketing and promotion.
Skill in using a variety of office machines and computer equipment.
Responsibilities/Essential Functions: Direction (Planning, Strategy, Goal Setting) (10%)
Participate in planning efforts and develop plans for administration of events and projects.
Develop plans for administration of project expenses within defined budgets.
Assist with developing budgets during the planning phase of project development.
Identify administrative needs related to event marketing using websites, advertisements, mailings, flyers, social media and other means and plan for implementation.
Anticipate and plan for event administration staffing needs.
Assist with strategizing event safety needs and strategize how they will be administered.
Develop strategies for meeting event and project administration goals in an efficient and timely fashion.
Assist with strategizing general administrative and records-management procedures.
Participate in annual and overall program planning to strategize event and project administrative needs and how to meet them.
Oversee the administration of education events.
Supervise a part-time program administrative assistant responsible for general program support, office and event supplies and small equipment purchasing, office maintenance, and event administrative support.
Guide purchasing and procurement for education events and projects.
Oversee reporting and filing of documentation for purchasing and procurement activities following Association procedures.
Oversee administration of event-related marketing and advertising.
Oversee administration of the printing and delivery of marketing and education materials.
Oversee administration of event-related and office computer, internet, and audio-visual needs.
Oversee administration of event-related travel.
Guide office management and maintenance activities.
Oversee event spending to ensure programs and projects stay within budgets.
Oversee education event and project administration to ensure they remain on schedule.
Oversee the timely and efficient obtaining of insurance documentation from vendors and subcontractors.
For larger events, guide and oversee the activities of other administrative staff, including temporary assistants, interns, and volunteers.
Coordination / Operation (60%)
Attend events and meetings at the AWSMP office and at off-site locations to provide administration, operations support, and for professional development.
Assist with event set-up and takedown, including transporting supplies and staff to and from event and office locations.
Transport work related items/supplies as necessary between main office, satellite locations, and work sites as well as other needed errands for the program.
Carry out procurement of education event- and project-related facility rentals, equipment and supplies rentals, vehicle leases, and service provider agreements.
For larger events, coordinate the activities of other administrative staff, including temporary assistants, interns, and volunteers.
Develop facility and instructor agreements and administer their implementation following Association procedures.
Review and negotiate lease agreements in consultation with the Issues Leader.
Request and maintain documentation of vendor and subcontractor proof of insurance that meets contractual and funder requirements, as guided by the Issues Leader.
Review submitted insurance forms for completeness and accuracy and coordinate form procurement until acceptable forms are obtained.
Assist with developing service provider agreements.
Assist with preparing procurement justifications and approval memos.
Prepare and deliver, verbally or in writing as required, event administrative reports such as budget reports, participation reports, and financial documentation and reports.
Prepare or coordinate development of event descriptions and safety plans needed for risk management review working with the Issues Leader and program leaders.
Prepare or coordinate development of event and funding approval memos, working with the Issues Leader and program leaders.
Coordinate education event and project risk management and safety review.
Coordinate the implementation of event administrative needs, marketing needs, and safety procedures with facility providers.
Prepare and file permit applications as needed.
Complete education and event-related administrative forms, submit forms, respond to review questions in a timely and thorough fashion, and file forms following established procedures.
Regularly and routinely coordinate with project staff and the Issues Leader to effectively operate education events and projects.
Complete coordination activities in a timely and organized manner.
Respond to vendor inquiries and coordinate appropriate responses.
Staff education events and projects to coordinate and deliver administration.
Track and coordinate event compliance with risk management and insurance policies.
Coordinate the hiring and annual performance review of the AWSMP Administrative Assistant.
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.
Collaborate in activities that are in general support of Cornell Cooperative Extension and perform other duties as assigned.
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 Ulster 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, 40 hours per week, benefits eligible, non-exempt position. Compensation paid at the rate of $26.50 per hour. 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
Please be sure to read the Notice to Applicants found on the Jobs with CCE page:
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.
All applications must be received on-line by May 17, 2021. Position closing dates may change based on Association needs.
No relocation or VISA Sponsorship available.
The Association may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform the essential functions of their job. If you require an accommodation so you may participate in the selection process you are encouraged to contact Cornell Cooperative Extension Administrative Systems at 607-255-6120, or via email at: firstname.lastname@example.org.
For additional questions please contact Leah Cadwallader, Regional Human Resources Manager, e-mail LC267@cornell.edu or (845) 340-3990x314.
Association Operations Coordinator II
Pay Rate Type:
Number of Openings:
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.
Internal Number: WDR-00025621
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