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Location

Ithaca, NY | United States

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Job description

Assistant to the Assistant Dean, AAP

About the College of Architecture, Art, and Planning

The College of Architecture, Art, and Planning at Cornell University (Cornell AAP) is home to nearly 1000 students, 120 faculty, and 65 staff members who come together from around the world to take up some of today's most urgent challenges and advance research, inquiry, and design to build a more just and sustainable future.

Cornell AAP is about acts of transformation. We are committed to building a caring, inclusive, and rigorous community around our shared priorities -- Creative + Critical Practices; Sustainability + Social Impact; Design + Emerging Technologies; and the Future of Cities + Development -- that enable us to reimagine and reshape the world in radically new ways, every day.

About Cornell Alumni Affairs and Development

The staff of Cornell Alumni Affairs and Development (AAD), are dedicated to engaging alumni, parents, and friends in the life of Cornell and helping Cornellians connect with one another and with the university throughout their lives. Our leaders and staff, together with more than 15,000 volunteers, produce hundreds of events on campus, across the nation, and around the world; help Cornellians build community in many ways; and raise funds in support of the university's mission.

The Opportunity

We are seeking a dynamic professional to join our team as the Administrative Assistant to the Assistant Dean of AAP. In this pivotal role, you will provide executive-level support to the Assistant Dean, AAP, and other team members. Primary responsibilities include, but are not limited to, coordinating office/team workflow, managing the AAP Advisory Council in partnership with the Assistant Dean, and the AAP Dean's Office, and providing support for critical Alumni Affairs and Development (AAD) activities. This key role will lead logistical efforts for travel, events, stewardship (in partnership with the Stewardship lead) and overall office management. Your contributions will be instrumental in driving the success of our department and advancing our mission.

Key Responsibilities:

Administrative support and coordination for the Assistant Dean:

• Coordinate office and team workflow to ensure efficient operations.
• Serve as point of contact for inquiries directed to the Assistant Dean from a variety of constituents, including high-level donors and volunteers, university leaders, and key stakeholders.
• Serves as the initial point of contact for AAD for many internal and external constituencies for various inquiries.
• Provide administrative support for Assistant Dean coordinating workflow planning, schedule and travel.
• Partner with the Dean's staff to coordinate joint meetings, travel and briefings.
• Coordinate with AAP team and university AAD partners on key projects and prospects.
• Manage various database entries and document preparation.
• Complete special projects as assigned.

Advisory Council Support

The AAP Advisory Council is made up of approximately 30 architects, artists, and planners who represent a wide spectrum of practices and are leaders in their respective fields. Invited by the dean, members are alumni, parents, and friends whose membership reflects the various constituencies and disciplines of the college.

• Serve as a primary support for the AAP Advisory Council.
• Arrange, coordinate, and manage all logistics for biannual meetings - venue, catering, hotel, registration, minutes, etc.
• Maintain membership status, information, and updated documents. Communicate effectively and professionally with Advisory Council members.

Event and Stewardship Support

• Plan and execute 10+ AAP AAD engagement events with university partners, including donor events, high level meetings, networking receptions, and alumni reunion activities.
• Handle event logistics, including venue, catering, invitations, and registration for on and off campus events.
• In partnership with, and at the direction of, the stewardship lead, manages the college's gift acknowledgement process and supports the stewardship letters from the Dean and Assistant Dean.
• Coordinate with AAP admissions for prospective student visits.

Office Leadership

• Serves as the office lead for the AAP AAD team.
• Partners with Assistant Dean and AAP counter parts on onboarding, training, office space, equipment/supply needs.
• Monitors operating budget, assists with budget preparation, and prepares financial reports as needed.
• Processes travel reimbursements, payments, and donor gifts.

Personal and Professional Development

• Seek out and attend university and other training programs essential for job performance.
• Be curious and keep current with existing and emerging technologies and methodologies that are relevant to the job and organization.

If you are an administrative professional with a customer service mindset that is seeking to advancing the mission of Cornell AAP, we welcome you to apply with your resume and cover letter outlining your qualifications and interest in the position.

What We Need

All applicants must include a resume and cover letter for full consideration.

• Associate's degree and 4 or more years of relevant professional experience or an equivalent combination of education and work experience.
• Experience of professional and support roles that may include fundraising, alumni affairs, volunteer management, and/or public relations/marketing.
• Experience and proficiency with Microsoft Office products, including Outlook, Excel, PowerPoint, and Word. Database management experience.
• High level customer service skills with strong interpersonal skills and effective communications abilities.
• Ability to work with individuals from across the university, as well as with key alumni, volunteers and executive staff.
• Demonstrated ability to work independently.
• Able to exercise sound judgment and conduct oneself in a professional and ethical manner.
• Must be able to work with highly sensitive and confidential information.
• Must be well-organized, detail-oriented, team player, and possess the ability to multi-task and adapt to changes with a high level of competency and professionalism.
• Ability to work some evenings and weekends, and participate in occasional regional travel.
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.

If you have all those things, great! We have a few more things that we would prefer you to have, but it's ok if you don't.

• Understanding of the concepts and principles of fundraising, campaign and/or project fundraising.
• Alumni affairs and/or development experience in a university setting is preferred.
• Experience with PeopleSoft, Tableau, and iModules applications.
• Knowledge of the University's priorities and its accounting and financial processes are beneficial.

Rewards and Benefits

No visa sponsorship or relocation assistance is available for this position.

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 strongly encourage individuals from underrepresented and/or marginalized identities to apply.

University Job Title:

Administrative Asst V

Job Family:

Administration

Level:

E

Pay Rate Type:

Hourly

Pay Range:

$27.89 - $32.41

Remote Option Availability:

Hybrid Remote

Company:

Endowed

Contact Name:

Brad Stock

Job 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.

2024-01-24

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