Env. & Energy Sr. Administrative Assistant - Ronkonkoma, NY

The Long Island Clean Energy Hub Administrative Assistant provides clerical and administrative support to the Cornell Cooperative Extension Energy team to ensure program requirements are met, local community members are engaged with Energy Hub services, and reporting to funders is accurate. Provide frontline reception through the Energy Hub hotline phone number and email, greeting customers, providing basic information on programs and events, and supporting program staff with correspondence, handling numerous personal contacts; answering inquiries; gathering information requiring confidential discretion; and maintaining the Energy Hub’s Salesforce lead database.

Provide data entry support to the Energy Hub team and it’s contractors using Salesforce CRM and generate reports or compile data to submit to Energy Hub Directors.

Provide a wide variety of additional supports to all Energy Hub staff including but not limited to: ordering supplies, managing outreach materials, general recordkeeping and database management, coordinating with vendors and partner organizations, collecting invoice documents, and other general administrative tasks as necessary.

REQUIRED QUALIFICATIONS:

• High School Diploma or equivalent education.
• Experience relevant to the role of the position.
• Proficiency with windows-based software including use of the internet and Microsoft Office Suite including Outlook, Word, PowerPoint, Access, 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
• 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 and willingness to work with diverse audiences and maintain cultural sensitivity.
• Ability to relate effectively to co-workers, advisors, community and professional leaders.
• Ability to meet travel requirements associated with this position.
• Ability to meet acceptable background check standards.
• Ability to work flexible hours which may include evenings and/or weekends, as appropriate.

PREFERRED QUALIFICATIONS:

• Specify preferred specialized education, field and/or certifications.
• Experience in working effectively in collective team efforts.
• Experience in collaborating with volunteers and interns.
• Experience with CRM platforms such as Salesforce.
• Ability to identify and utilize local resources from the community.
• Conversational fluency in Spanish

POSITION DETAILS:

Salary: $28.00-$32.00 per hour

Schedule: NON-EXEMPT – Reg: 40hr/wk

No relocation or VISA Sponsorship available

HOW TO APPLY:

Review of applications will begin immediately. The position will remain open until a qualified pool of candidates is obtained.

Applicants need to:

Attach/upload a resume to the online application in either Microsoft Word or PDF format. Attach/upload a cover letter to the online application in either Microsoft Word or PDF format. Attach/upload contacts info for three references to the online application in either Microsoft Word or PDF format.

In the "Experience" section of your application, use the Paperclip icon to search for file(s) or use the "Drop Files Here" box to manually drag document(s) into your application. Once the application is submitted, you will not be able to change your submission or add attachments.

External Applicants: (including current employees of other Cornell Cooperative Extension Associations), please refer to the Applying for a Job (External Candidate) document for additional guidance.

Internal Applicants: Current employees of the Cornell Cooperative Extension Association indicated in this job posting are considered internal applicants; please refer to the Applying for a Job (Internal Candidate) document for additional guidance.

The Association may make reasonable accommodations to enable applicants to participate in the hiring process and employees to perform their essential functions. If you require an accommodation to participate in the selection process, you are encouraged to contact Cornell Cooperative Extension of Suffolk County Human Resources at (631) 727-7850 or via email at HR-CCESuffolk@cornell.edu

Cornell Cooperative Extension is an equal opportunity employer. For more information, visit hr.cornell.edu/eeo.

Responsibilities/Essential Functions:

Administrative Responsibilities:

Coordination/Operation – 95%

• Maintain and create project directories, databases, spreadsheets, and reports using various forms of technology to track various project, program and participant data.
• Prepare, with team input marketing materials – flyers, posters, website updates, social media, etc. and ensure compliance with Cornell University and CCEDC marketing requirements.
• Participate actively in program team meetings, discussions, planning and prioritizing.
• Meeting and event preparation/coordination: schedule and coordinate meetings on behalf of team members including contact with conference and event facilities. Responsible for program meeting announcements, follow-up, minutes, activity reports, correspondence, agendas, brochures, promotional materials, certificates, class resources/materials, fact sheets and articles. Handle registration for events and classes. Coordinate refreshments, room set-up and clean-up for meetings and events.
• Prepare program area vouchers, invoices and billing records, deposits and other financial record keeping per Internal Cash Controls procedure, including checking Invoices against Purchase Orders; creating Vouchers; copying vouchers as needed; processing Vouchers after signed by the Program Leaders.
• Procurement: Order program materials and resources as necessary. Track program resources.
• Maintain pleasant, professional relationships with the public through a variety of contacts – walk-in office visitors, telephone, e-mail, and written correspondence. Provide basic information about programs and events to callers and visitors.
• Produce (develop, edit, format and publish) word processing documents including but not limited to letters, newsletters, routine correspondence, brochures, labels, forms, certificates, etc. utilizing desktop publishing software.
• Assist with the preparation, distribution, proofreading and mailing of brochures, newsletters, event flyers, certificates, and other promotional materials.
• Create, organize and maintain program area files; provide computer support; make copies, type/edit written materials, prepare signs for events.
• Schedule travel arrangements for team members as necessary.
• Assist new staff with program policies, procedures, guidelines, etc., during orientation.
• Assist program leadership in maintaining trust-based working relationships with racially and culturally diverse participants, partners, community organizations and other key stakeholders in order to gain support for administrative work and communications with the community.
• Operate basic office equipment including copiers, computers, calculators, postage meters; and other office equipment deemed as necessary

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.

Job Title:

Association Admin Asst II

Level:

006

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Ashley Downs

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.

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.