Cornell University
Location
Ithaca, NY | United States
Job description
Job Summary
The Administrative Assistant will provide administrative support to faculty and staff of the Cornell Tech Campus including: receptionist/ front desk duties; scheduling meetings; planning, organizing, and providing day-of-event support for faculty activities such as conferences, seminars, symposiums; maintaining and updating applicable website content; assisting with travel arrangements; maintaining files, photocopying, scanning, and filing documents; preparing and processing reimbursements for faculty, staff and visitors; processing department billings and other requisitions; typing and editing correspondence, coursework, presentations, and proposals; preparing basic reports and filling out forms for sponsored programs submissions; tracking office supply inventory and ordering supplies. Responsible for providing day-to-day administrative support and ensure smooth running of campus admin operations. Responds to routine and non-routine inquiries and coordinates activities as necessary. Demonstrated ability to be flexible and multi-task in a high-paced team environment and meet deadlines. Must be able to anticipate staff and faculty needs and actively seek solutions. Requires the ability to work independently and take initiative. Attention to detail, verbal/ written communication skills, positive demeanor with interpersonal skills are necessary.
This is a hybrid full-time position based at Cornell Tech in New York City, requiring working out of our Roosevelt Island campus at least three times a week and participation in evening events. While not a requirement, individuals interested in a non-standard work schedule between hours ranging from 7:30 a.m. to 8:00 p.m. or weekends are encouraged to apply and note this in their cover letter.
Visa sponsorship is not available for this position.
Essential Functions Include:
(10%) Assist with research proposal submission including: reviewing requirements; synthesizing and disseminating requirements to collaborators and others involved in the application submission; typing, formatting, preparation of CV and current & pending support materials; sending out requests for background information, tracking responses, and obtaining collaborator's supporting materials; preparing basic budget forms; preparing of Form 10; coordinating proposal submission materials with organizational finance team and the Office of Sponsored Programs.
Prepare and assist with research material. Maintain current publication lists for faculty supported. Design and maintain filing and record systems for faculty supported. Maintain faculty calendars. Schedule appointments for faculty. Provide instructional support as requested by faculty - course materials, grade tracking, and course website maintenance. Prepare materials for presentation at workshops and seminars including transparencies and slide originals.
(10%) Creates, transcribes, and maintains spreadsheets, documents and correspondence as needed. Use independent judgment and initiative to compose and develop reports, presentations, and other documents. Type, draft, and edit technical proposals, manuscripts, reports, research papers and scientific reports. Compile and generate data for reports. Maintain efficient and well-organized files system. Create, maintain and manipulate databases containing confidential information. Creates and maintains useful contacts for faculty and staff including background info and interactions. Maintain / update office web pages. Coordinate collection of materials, graphical design and printing of department newsletter and other department publications. Reprint copies of office brochures and maintain brochure racks /bulletin boards.
(25%) Plan, organize, schedule, and coordinate faculty and staff activities including seminars, symposia, and workshops. Activities may be all day or multi day involving outside participants. Faculty include senior faculty with research groups comprising of doctoral students, post-doctoral associates, and research programmers. Support to staff include directors who are leading teams supporting critical key functions at the Tech Campus. Liaison with outside vendors where appropriate. Independently compile background materials for meetings. Coordinate and/or provide support regarding travel arrangements for speakers, faculty, staff, or participants. Provide schedule of visit, travel details, agenda, and reimbursement procedures. Schedule meetings between speakers and various tech campus faculty and staff. Coordinate day-of event logistics - set up conference space; obtain, set-up and clean-up refreshments; copy and distribute agendas and program materials; produce name tags; manage on-site registration; provide post-event clean up. Set up AV and other telecommunications equipment as needed including web ex. Troubleshoot equipment for presentation and assist the speaker(s).
(25%) Prepare, process, and track requisitions and reimbursements. Develop spreadsheets, reports and other monitoring mechanisms and report to faculty/ staff on a regular basis. Compile basic statistics and metrics when applicable. Work with financial team to resolve billing problems and reconcile account statements. Advise faculty, and staff on billing procedures and policies. Develop systems and databases to streamline billing processes. Understand accounting policies and procedures as they pertain to internal department billings. Develop and suggest changes to office policies and procedures. Provide input to operational manuals and knowledge guides.
(25%) Provide administrative assistance for staff and faculty of Cornell Tech campus. Perform general office operations, including monitoring and ordering office supplies via eShop and Procurement Card; respond to routine and non-routine inquiries and coordinates follow up with individuals internal and external to the organization; schedule meetings; answer phones and greet visitors; provide information/reference literature on tech campus, department policies and answer questions. Keep assigned areas organized; identify maintenance/ AV/ or space issues and communicate with appropriate admin team member, submit ticket, and assist with resolution; communicate with other admin support staff to ensure smooth running of daily office operations; participate in campus meetings. Provide back-up admin support and phone coverage as needed for other admin support staff. Provide training to other admin support if needed and coordinate with others as needed to ensure that work load is completed timely. Manage, coordinate, and execute travel arrangements including travel, accommodations, meal planning, reimbursements, etc. Many arrangements may be complicated requiring lengthy trips or multiple stops and/or for a group of people travelling together. Work with administrative team including other administrative support, directors, managers, faculty, and other staff to develop annual organizational deadlines for activities and meetings.
(5%) Professional Development/ Other duties as assigned . Participate in continuous learning and specialized training in key functional areas to enhance professional knowledge and skill. Seek out and attend university and other training programs essential for job performance, maintain and build upon required administrative and technology skills. Participate in projects with occasional work responsibility falling above or below current classification.
Minimum Qualifications
Preferred Qualifications
About Cornell Tech
Cornell Tech is Cornell University's groundbreaking campus for technology research and graduate education on Roosevelt Island in New York City. Our faculty, students and industry partners work together in a highly collaborative environment, pushing inquiry further and developing meaningful technologies to support societal needs. Founded in partnership with the Technion-Israel Institute of Technology and the City of New York, Cornell Tech achieves global reach and local impact, extending Cornell University's long history of leading innovation in computing, engineering and related fields.
Founded in 2011, a hallmark of Cornell Tech is its rapid pace of change and growth, which serve as opportunities to pursue inclusion, excellence and improvement, not merely scale. We strive to learn quickly from our activities and iterate to improve our programs and ways of working. We further expect our organizational structure to continue to evolve, given the pace of our activities and programs and our iterative learning process. Cornell Tech aims to become a destination of choice for diverse talent as well as a leader in changing the technology sector to be more inclusive.
Cornell's Culture of Inclusion and Community Standards
As an individual contributor you will model and support a culture of diversity, equity, inclusion, and wellbeing and continually seek to understand how your role, behaviors, and actions impact the success of this culture.
Rewards and Benefits
University Job Title:
Administrative Asst IVJob Family:
AdministrationLevel:
DPay Rate Type:
HourlyPay Range:
$26.65 - $36.02Remote Option Availability:
Hybrid RemoteCompany:
Contact Name:
Evelyn GordonJob Titles and Pay Ranges:
Non-Union Positions
Noted pay ranges reflect the potential pay opportunity for each job profile. The hiring rate of pay for the successful candidate will be determined considering the following criteria:
Prior relevant work or industry experience
Education level to the extent education is relevant to the position
Unique applicable skills
Academic Discipline (faculty pay ranges reflects 9-month annual salary)
Union Positions
Current Employees:
Online Submission Guidelines :
Employment Assistance:
Notice to Applicants:
EEO Statement:
Diversity and Inclusion are a part of Cornell University's heritage. We are a recognized employer and educator valuing AA/EEO, and we do not tolerate discrimination based on any protected characteristic, including race, ethnic or national origin, citizenship and immigration status, color, sex/gender, pregnancy or pregnancy-related conditions, age, creed, religion, actual or perceived disability (including persons associated with such a person), arrest and/or conviction record, military or veteran status, sexual orientation, gender expression and/or identity, an individual's genetic information, domestic violence victim status, familial status, marital status, or any other characteristic protected by applicable federal, state, or local law. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.
Cornell University embraces diversity and seeks candidates who will contribute to a climate that supports students, faculty, and staff to all identities and backgrounds. We encourage individuals from underrepresented and/or marginalized identities to apply.
2024-01-03Job tags
Salary
