"Alerted.org

The Cornell Cooperative Extension Ulster County (CCEUC) AWSMP Operations Coordinator directs, manages, and carries out education program administration and operations, and oversees maintenance of a field office for our stream management program in Shokan, NY.

The Ashokan Watershed Stream Management Program (AWSMP) delivers a wide range of activities such as public events and trainings, stakeholder meetings, field research, and stream project funding and construction. The program is funded through a five-year agreement with the NYC Department of Environmental Protection and serves communities in the Ashokan Reservoir watershed located in the Catskills region of Ulster County.

Attendance is required at education events held in the office and at field locations throughout the Ashokan watershed that require administrative and operations support. Occasional evening and weekend work is required. A program vehicle is available to perform work-related travel.

The position is located at the AWSMP field office in Shokan, NY. The office is normally open to the public from 9:00-4:00 M-F. The Operations Coordinator will help to staff the office during public hours on days worked. The office is shared by staff and interns from several government organizations participating in the AWSMP. This position is expected to direct office operations and must be able to easily access the Shokan office.

The Operations Coordinator will report to the AWSMP Program Leader and supervise a part-time Administrative Assistant. A set work schedule will be established for regular days worked, with some flexibility on days of the week. A limited amount of remote work is possible.

This is a full time, non-exempt, benefits eligible position. Compensation starting at the rate of $28.00 per hour, commensurate with experience.

Required Qualifications:

+ Associate’s degree or equivalent education.

+ Experience relevant to the role of the position.

+ Experience supervising employees and/or volunteers.

+ Experience planning and coordinating event logistics.

+ Moderate level computer software skills, including easy, fast, and efficient use of Microsoft Excel and Word software, Adobe Acrobat software, online file storage, and typical online account interfaces.

+ Comfort and ease in a computing environment, including standard Operating System operations; accessing files and folders using pathways and links; connecting to servers, internet, and peripherals such as projectors; and modifying computer settings and preferences.

+ 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.

+ Ability to accurately record and communicate logistical information. Attention to detail and accuracy is a strong job requirement for this position.

+ Experience developing online or written publications for program participants that communicate logistical, administrative, and program/event information.

+ 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 Qualifications:

+ Associate’s degree and 4 years’ experience or equivalent combination.

+ 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.

Responsibilities/Essential Functions:

Administrative Responsibilities: Direction - 15%

+ With high initiative and discretion, create event administration staffing plans, assign roles, and plan administrative staffing schedules.

+ Anticipate and develop administrative and logistical implementation plans for event marketing and mass media efforts.

+ Develop education event budgets.

+ Assist with developing overall education program budget.

+ In collaboration with program educators, plan the administrative, equipment, and facility and catering logistics of education program activities and events.

+ In collaboration with program educators, plan for administration of education event marketing and communication strategies.

+ Direct event registration activities.

+ In collaboration with program educators, plan for administration of program publications.

+ 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.

+ With high initiative and discretion, anticipate or plan for delegated and assigned administrative functions’ staffing.

+ Assist with planning for Association’s staffing needs.

Management - 20%

+ Provide moderately complex administrative support to the overall education program.

+ With high initiative and discretion, guide the management of office operations in compliance with office lease terms.

+ Develop procedures for using the office meeting rooms, equipment, and shared services.

+ With substantial initiative and discretion, manage the administration of facility and instructor agreements under $20,000. Assist with administration of sub-agreements over $20,000 for education program services.

+ Locally manage internal cash controls, including 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.

+ Coordinate with education program leaders to track and update program budget spenddown.

+ Manage implementation of event registration forms and websites.

+ Ensure security and confidentiality of enrollment, registration, and payment data and information.

+ Identify operational problems, issues, concerns, and possible solutions, collaborating with the event leader and Supervisor to take appropriate corrective action.

+ Carry out supervisory duties for direct reports: timecard review/approval, performance coaching and reviews, etc.

+ Assist with onboarding new staff and volunteers on navigating relevant administrative policies, procedures, technology systems, and guiding principles through orientation and ongoing support.

Coordination/Operation - 60%

Event Coordination/Operation (25%)

+ With substantial initiative and discretion, carry out a range of event coordination, operation, and administrative tasks.

+ Carry out highly complex correspondence, including electronic and phone communications, with Association administrators, educators, participants, and vendors.

+ Coordinate with facility and catering vendors to determine appropriateness of venue for event, related to needs identified by program educators, 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/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 permit applications as needed.

+ Provide information to program volunteers as needed related to administrative tasks for program.

+ Prepare 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. Modify existing attendance forms or develop novel tracking forms that meet reporting requirements.

+ Track participant 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) for program and related administrative areas.

+ Purchase ad space and other event marketing.

+ Coordinate marketing needs with facility providers.

+ 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 budget reports, registration and participation reports, and financial documentation.

+ Coordinate refreshments and room setup for meetings and events.

+ Provide general typing/word processing of correspondence, reports, office forms, etc.

+ Conduct mailing and shipping.

+ Update stakeholder contact and mailing address databases.

+ Gather and edit addresses for bulk mailings and prepare mailing labels and mailings.

+ Arrange for the printing and bulk mailing of education materials.

+ Create and maintain organized and up-to-date digital and paper files and database(s) for program and related administrative areas.

+ Update office files that contain Association policies and procedures.

+ 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.

Financial Coordination / Operation (25%)

+ 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 input on improvements for financial administrative processes.

+ Assist with preparation of education event landowner agreements following Association procedures under direction of the AWSMP Program Leader.

+ Administer implementation of facility and instructor agreements following Association procedures and to meet funder requirements as directed by the AWSMP Program Leader.

+ Coordinate and make requests for vendor proof of insurance related to facility and catering agreements.

+ Review insurance documentation for compliance with Association and sponsor policy.

+ Receive and record event registration payments following standard procedures.

+ Administer payment of vendors.

+ Review 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.

+ Prepare procurement justification and approval memos related to travel and equipment purchases that accurately summarize and detail expenses.

+ Prepare procurement justification and approval memos related to facility rental and catering that meet sponsored funds requirements.

+ Carry out equipment purchases with authorization.

+ Procure office maintenance services following Association policy.

+ Procure travel services and purchases such as lodging, airfare, etc.

+ Purchase supplies and materials for meetings and events.

Office Facility Coordination / Operation (10%)

+ Assist with staffing front desk, answer primary phone line, and direct inquiries toward appropriate staff.

+ Schedule office equipment servicing.

+ 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 with IT specialists and 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 visits and office repairs.

+ Complete office tasks and small projects.

+ Routinely communicate office information and maintenance schedule updates to staff.

Professional Improvement - 5%

+ 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.

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.

+ Maintain respectful and professional interactions with donors, clientele, staff, volunteers and the public.

+ Assist the Cornell Cooperative Extension system in reaching out to various audiences.

+ Aware of, and adheres to, established Cornell Cooperative Extension Association Ulster County policies and procedures.

+ Contribute to the overall success of the organization by performing all assigned duties in a professional, timely and accurate manner.

+ 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.

This is a full time, 40 hours per week, benefits eligible, non-exempt position. Compensation starting at the rate of $28.00 per hour, 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

Please be sure to read the Notice to Applicants found on the Jobs with CCE page:

https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs

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 Ulster County are considered internal applicants and must apply online through their Workday account which may be accessed here: http://workday.cornell.edu/. For details on how to apply, visit: https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs/apply

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 July 24, 2025. 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. For additional questions or if you require an accommodation so you may participate in the selection process you are encouraged to contact Leah Cadwallader, Regional Human Resources Manager, e-mail [email protected] or (845) 340-3990x314.

Job Title:

Association Operations Coordinator II

Level:

004

Pay Rate Type:

Hourly

Company:

Contract College

Contact Name:

Leah Cadwallader

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 (https://cals.cornell.edu/cornell-cooperative-extension/join-us/jobs) . 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.