Ag & Food Systems Operations Coordinator - Liberty, NY
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...