Ag & Food Systems Operations Coordinator - Liberty, NY

Cornell Cooperative Extension; New York (NY); On-site; USD 28,000 - 34,000; Full time

Job summary

Cornell Cooperative Extension Sullivan County seeks an Association Operations Coordinator II to provide high-level administrative, IT, and communications support for the Ag & Food Systems department. The role involves data management, video editing, social media marketing, and high-quality print/digital materials, with coordination of events and partnerships across diverse stakeholders.

Responsibilities include record-keeping, invoicing in Acumatica, website updates, and back-up communications

Qualifications

• Associate’s Degree or equivalent; substitute with GED/HS diploma plus 1 year transferrable experience.
• Experience relevant to the role.
• Proficiency with Windows-based software including Outlook, Word, PowerPoint, Publisher, Excel.
• Must follow Cornell branding guidelines for CCE.
• Experience with social media and QR code generation for PR/marketing.
• Ability to design and execute HTML/CSS web pages.
• Able to work independently and manage priorities with supervision.
• Strong written and oral communication; ability to engage diverse audiences.
• Experience in IT services and database entry.
• Experience in publishing public materials (magazines, press releases, etc.).

Responsibilities

• Participate in administrative and program team discussions and input policies.
• Support marketing and social media planning and execution.
• Prepare educational materials and coordinate event registrations and logistics.
• Design and publish web pages using HTML and CSS.
• Produce and edit flyers, brochures, reports, and program forms.
• Maintain records and databases; manage invoices using Acumatica.
• Coordinate meetings, travel, and events; handle providing customer service.

Skills

HTML CSS

Video editing

Social media marketing

Graphic design

Data management

Canva

Can provide communications support

Team collaboration

Public relations

Adobe Creative Cloud

Education

Associate’s Degree or equivalent

Tools

Microsoft Office Suite

Acumatica

Adobe InDesign

Illustrator

Photoshop

Premiere/Rush

Job description

The Cornell Cooperative Extension Sullivan County Ag & Food Systems Operations Coordinator provides high-level administrative, technical, and communications support for the Association with a dedicated focus on the Ag & Food Systems Department. This position uses independent judgment, moderate initiative, and discretion to carry out a substantial volume of highly complex tasks that ensure effective daily operations and cohesive internal and external communications. The Coordinator works closely with Ag & Food Systems program staff, the administrative team, volunteers, external partners, and the board of directors to advance departmental and Association-wide goals.

The Operations Coordinator is responsible for a wide range of advanced administrative and technical functions including: word processing; IT troubleshooting; data input and management; strategic social media marketing; advertisement coordination; video editing; website administration; spreadsheet development; and high-level desktop publishing using software such as Canva and Adobe programs. The position is responsible for designing, formatting, and producing a variety of high-quality print and digital materials—including flyers, brochures, reports, directories, magazines, and program forms.
The Coordinator also supports multimedia and web-based projects, including educational video creation on YouTube, and other interactive digital communications that enhance Ag & Food Systems outreach and engagement. The role contributes to the Association’s coordinated media efforts and provides back-up communications support when needed.

Responsibilities include maintaining accurate records and databases, performing routine data collection and compilation, creating invoices and record payments accurately using the Acumatica accounting system, and developing visual graphics to support program evaluation, reporting, and outreach. The Coordinator prepares educational materials and coordinates registration and logistics for events, often involving farms, growers, community partners, and agricultural stakeholders. General office functions such as customer service and reception are also central to the role.

The Operations Coordinator arranges and supports meetings and program functions; manages facility access for staff, volunteers, and visitors; and maintains departmental meeting spaces, inventory, signage, and essential operational supplies. The position plays an important role in supporting the Association’s efforts to sustain a welcoming, respectful, and accessible environment for all program participants, partners, and community members.

Required Qualifications:

• Associate’s Degree or Equivalent Education. GED/High School Diploma plus 1-year transferrable program/functional experience may substitute.
• 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, Publisher, and Excel.
• Must be able to interpret and follow Cornell University’s branding guidelines for CCE.
• Experience in using social media (Facebook, Twitter, etc.) and QR code generating in a professional setting for PR and marketing purposes.
• Ability to design and technically execute creative, dynamic and interactive user-friendly web pages using HTML and CSS.
• Ability to work independently, make independent decisions, delegate tasks and attend to details.
• Ability to plan and organize 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 and willingness to work with diverse audiences and maintain cultural sensitivity.
• Ability to relate effectively to co-workers, advisors, community, youth, and professional leaders.
• Ability to meet travel requirements associated with this position.
• Ability to work flexible hours which may include evenings and/or weekends, as appropriate.
• Experience in database entry.
• Experience in publishing public materials (magazines, press releases, etc.).
• Experience in Information Technology services.

Preferred Qualifications:

• Ability to communicate effectively in both English and Spanish (written and verbal).
• Experience in working effectively in collective team efforts.
• Experience in collaborating with volunteers and interns.
• Ability to identify and utilize local resources from the community.
• Proficiency or basic experience using Adobe Creative Cloud programs, especially Acrobat, InDesign, Illustrator, Photoshop, and Premiere/Rush.
• Demonstrated ability to create and maintain complex and unique databases of information.

Responsibilities/Essential Functions:

Administrative Responsibilities:

Direction - 15 %

• Participate actively in administrative and program team discussions, providing administrative knowledge-based input into the development of policies and procedures including but not limited to the use of technology, data systems and evaluation systems.
• Contribute actively to administrative portions of planning, evaluation protocols proposed in project grants, organizing systems for newly emerging programs and revisions of existing programs, specifically relative to the use of the administrative systems to collect, track and report evaluation data.
• With moderate initiative and discretion, anticipate and plan for delegated and assigned administrative functions in marketing, mass and social media marketing efforts.
• Assist with planning marketing efforts.
• May assist with planning for the Association’s volunteer staffing needs.

Management - 20 %

• Assist with internal cash controls, including mailing checks, bank deposits, issuing/reconciling receipts.
• Review, assess, and verify the completeness, accuracy and timeliness of all enrollment data and payments received.
• Ensure security and confidentiality of enrollment, registration, and payment data and information.
• Identify operational problems, issues, concerns, and possible solutions and collaborate with Supervisor to take appropriate corrective action.
• Assist with onboarding new staff and volunteers on navigating relevant administrative policies, procedures, technology systems, and guiding principles through orientation and ongoing support.
• Provide information to program volunteers as needed related to administrative tasks for program.
• With moderate initiative and discretion, guide the delegated and assigned administrative functions in marketing, mass and social media marketing efforts.
• Assist in the general administration of marketing efforts.
• Guide the administration of the Association’s volunteer staffing needs.

Coordination/Operation - 60 %

• Answer general inquiries and correspondence in a timely manner from general email account, phone, voicemail, social media direct messages and comments, website, and mail using generic (pre-determined) responses or forward to appropriate staff for follow up.
• Screen, respond to and assist constituents via phone calls, email, and written correspondence.
• Provide administrative support to the Association and all program areas.
• Conduct mailings, make calls and distribute surveys with participants and constituents for all programs.
• Update participant evaluations, forms, flyers, and promotional materials for all programs as needed based on Supervisor direction and prepared program materials.
• Provide substantial moderately complex administrative tasks in implementing communication and marketing plans including, Annual Reports, Newsletters, Social Media communications (Facebook, Twitter, and Website), public relations, event marketing and fundraising marketing/communications.
• Design and technically execute dynamic and interactive user-friendly web pages using HTML and CSS.
• Ensure website/social media content contains current and timely news and information.
• Support educator staff with preparation of program brochures and fliers suggesting graphics illustration and text, as well as general Association brochures and displays with supervisor guidance. Act as production and marketing resource for staff utilizing InDesign, Photoshop, Illustrator and/or Acrobat.
• Assist program leadership to maintain 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.
• Schedule and coordinate meetings, appointments, travel, and special events as needed.
• Produce (develop, edit, format, and publish) word processing documents including but not limited to letters, newspaper/radio releases, and reports.
• Assist with the preparation, distribution, proofreading and mailing of brochures, magazines, event flyers, certificates, and other publicity.
• Create and maintain organized and up-to-date files and database(s) for program and related administrative areas.
• Effectively utilize software programs to perform routine data collection utilizing worksheets and databases for data entry and report generation.
• Process and maintain magazine subscriptions and enrollments.
• Timely print and mailing of newsletters and magazines, as assigned.
• Maintain up-to-date inventory of Ag and Food Systems program supplies.
• 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 refreshments, room set-up, and clean‑up for meetings and events.
• Process and maintain class and special event registrations, web publicity, and monies as per established policy and procedure, and follow up with program staff.
• Collaborate with administrative staff to provide general office and reception support as necessary/required.
• Participate in team decision-making activities as needed.
• Record, transcribe, and distribute minutes of meetings, always maintaining a high degree of confidentiality and professionalism.
• Gather information requested by Board Members, Administrative Team, and Executive Director.
• Provide administrative support to Administrative Team on confidential matters.
• Provide administrative support to Human Resources Function, as needed.
• Provide administrative support to Marketing Function, as needed.
• Provides Administrative support to Finance during contract and budget process.

Professional Improvement - 5%

• In cooperation with Supervisor and/or Executive Director, jointly develop and pursue a professional development plan 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.

• Demonstrate respect and compassion in all interactions with clientele, staff, volunteers and the public.
• Assist the Cornell Cooperative Extension system in reaching out to all audiences.
• Aware of, and adheres to, established Cornell Cooperative Extension Association of Sullivan 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.

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.