program assistant ll resume example

Administration Support:

• Provide high-level administrative and technical support to the Director and program staff.
• Administer business and administrative operations typically encompassing a variety of funding sources.
• Assist IPM Director in coordinating work flow between IPM program and various County Extension Offices by making initial contacts involving requests for grant proposals, grant and contract submission, employee travel and expenditures by extension personnel. Follow projects and requests for information through to completion.
• Coordinate and foster partnership with Business Service Center/Financial Transaction Center for appropriate departmental transaction processing.
• Assure compliance with regulations regarding restricted and sponsored funds account, monitor and advise budget holders on term dates and status of accounts.
• Communicate directions, policies, and procedures to all staff. Serve as the contact person for all administrative and personnel policies and procedures affecting work and local programs.
• Facilitate communications and serve as key contact and administrative liaison with agency and organizational leaders, legislators, sponsors, etc.
• Investigate and recommend departmental and administrative policy and procedures and serve on College and other ad-hoc committees as requested.
• Design, develop, and implement databases, communications, and other administrative support systems that facilitate and modernize organizational effectiveness.
• Independently manage the day-to-day operation of the office. Serve as the receptionist, route visitors/incoming traffic.
• Coordinateand executelogistics for conferences, special events, and NYSIPM Program interviews.
• Maintain various databases (mailing lists, equipment purchases, staff awards)
• Monitor and resolve expenditures to stay within budget; oversee department financial accounts; prepare financial reports
• Prepare correspondences for large mailings
• Assist in preparing material for staff meetings.
• Open, sort & date stamp incoming mail. Provide next day mailings.
• Schedule meetings; order supplies; director’s phone coverage.
• Email list(s) coordinator
• Conduct and maintain annual physical space inventory to accurately record space utilization for the IPM building and satellite offices for NYSIPM staff not on Cornell AgriTech campus.
• Act as the liason for the maintenance, repair, and inventory of equipment and facilities.

Financial and Transaction Management:

• Handle up to $1500 main procurement requests budget sources totaling 1.5-2.5 million dollars.
• Monitor program budgets, draft annual budgets for NYS Agriculture and Markets funding and Dept. of Environmental Conservation.
• Assist in drafting budgets for other grants and contracts. Coordinate and advise PI’s about forms needed, time frames and reporting requirements for various grant proposals, including state, federal and grower/cooperative funded projects.
• Oversee sponsored (grant) funds, which include screening grant proposals to ensure compliance, setting up accounts and closing with Project Directors and future accounting assistants.
• Assign and track expenditures and provide NYSIPM Director and PI’s with periodic status of all accounts assigned to the Program. Ensure that expenditures are charged to appropriate grant accounts for auditing purposes
• Develop, organize monitor and maintain up-to-date budgets for Cornell Cooperative Extension IPM program (grant, federal, college) and monitor budgets during appropriate fiscal year. Ensure up-to-date program fund records. Compile and monitor this process for grant fiscal year cycle.
• Develop and maintain reports for indirect cost recovery for the college.
• Responsible for ensuring the accounts are reconciled on a monthly basis, including petty cash.
• Responsible for receiving and monitoring gifts and approving deposits for IPM accounts for program related college fund accounts.
• REEPORT/NIMSS Project Management & Reporting; liaison with USDA-NIFA, CUAES, and CCE

Post Award Administration:

• Provide post-award administration of all grants and contracts. Review terms and conditions of awards. Determine the need for revisions, other amendments.
• Handle effort certification.
• Handle special financial projects, assignments from IPM Director.
• Handle labor distribution costing and adjustments, salary transfers, etc.
• Prepare and submit cost share reports.
• Complete new account request forms for all sources of funds and for cost sharing purposes.
• Provide unit approval for submission of e-docs to ASC for approval.
• Prepare accounts for timely closure ensuring expenses are compliant, fully expended and any overdrafts are covered.
• Reviewing incoming transaction documents; validate account coding and business purpose for processing.
• Provide customer service for faculty account inquiries.
• Customer service (vendor inquiries, faculty, staff)
• Customer service liaison with ASC and CALS/HE BSC.
• Monitor sponsored continuation accounts.
• Procurement requests through E-shop. Monitor/manage open commitments.
• Provide accounts for interdepartmental billings.
• Financial processing of e-docs; transfers, general corrections
• Maintain list of insured equipment.
• Monitor lease agreements, terms/renewals, and associated payments.
• Input information for annual Long View Budget Construction and workforce planning process.
• Petty Cash Custodian
• Receive, receipt and endorse incoming cash receipts.
• P-card authorization transactions up to $1,500

Pre-Award Budget Preparation/Development:

• Review trends, develop budgets, including any cost share required, for all proposals
• Oversee pre-award administration of grants and provide guidance to Director and other Extension/Senior Extension Associates.
• Prepare and submit grant proposals via . and grants gateway.
• Maintain calendar on upcoming proposal due dates.
• Maintain grants database; data entry to local database, file retention.
• Prepare and maintain current and pending reports.
• Coordinate with PI's technical report deliverables; uploads to RASS.
• Coordinate submission of non-disclosure agreements.
• Review and adhere to sponsor requirements for solicitation guidelines and RFPs, and provide copies of RFPs to CALS Grant and Contract Officer as needed
• Determine proposal type (pre-proposal, new, revision or supplement).
• Critically review proposals to ensure they are in compliance with College and University policies and procedures, indirect cost and fringe benefit calculation, cost share guidelines, and the sponsors procedures and instructions.
• Coordinate the completion of the request for subcontracts and consultants for submission to OSP.

Supervision:

• Plan, schedule and review work of office support staff, including regular full and part-time and temporary or casual employees.
• Conduct performance evaluations for regular full or part-time office employees.
• Ensure assignments from program staff receive proper priority and are completed on a timely basis.

Human Resource/Staffing Support (Partner with Cornell AgriTech HR Representative):

• Assist the Director and academic staff to develop position descriptions. Work with CALS Human Resources (HR) to establish and post new positions. Assist in the development and monitoring of affirmative action recruitment plans. Coordinate the search process.
• In coordination with CALS HR, coordinate the submission of paperwork for the reappointment of academic staff. Supervise the coordination of the performance review process for all IPM staff.
• In conjunction with CALS HR, handle process for promotion and termination of support staff.
• In collaboration with CALS HR, assist IPM Director with annual salary improvement program.
• Review appointment and termination forms using the CALS HR Term Report.
• Work with Director and other academic staff in the processing of paperwork to request reclassification reviews.
• Prepare confidential personnel documents and maintain confidential personnel files.
• Provide account coding for hire requests.
• Handle HR hiring documentation, meet with new hires for Unit orientation.

Professional Development:

• Keep abreast of sponsored fund environment, including new compliance requirements and new technologies developed for Colleges and Universities. Provide continuity and history for department.
• Remain conversant with and adapt latest electronic proposal submission tools (e.g., NSF , , etc.). Use RASS Portal to establish new program awards.
• Represent IPM on committees, work groups and in meetings involving pre and post-award grant issues as needed.
• Attend DBA, FRS and OSP round table meetings as relevant.
• Seek out and attend educational seminars and training meetings as required.
• Continuously maintain all required educational and position qualifications to fulfill job requirements.