Administrative Assistant, AAD Volunteer Programs

Cornell University•Ithaca, NY

1d•Hybrid

About The Position

Alumni Affairs and Development (AAD) is committed to enhancing the lives of Cornell alumni and future alumni through lifelong partnership in commitment to the university’s founding principle of “any person ... any study.” AAD fosters vibrant, lifelong alumni engagement of Cornell University’s 370,000 + alumni, through a variety of programs. Cornell Volunteer Programs is part of the Engagement Initiatives, Volunteer Programs, and College and Unit Partnerships team (EIVP), a supportive, innovative, and motivated group of engagement professionals within Cornell Alumni Affairs and Development (AAD). EIVP builds meaningful connections through maintaining volunteer life cycle operations within Alumni Affairs, offering lifelong learning and engagement through Cornell’s Adult University and Cornell Alumni Travel programs, supporting College and Unit Alumni Affairs partnerships, and providing scalable, relevant alumni career support. Cornell University's Alumni Affairs and Development division is seeking an organized, collaborative, and service-oriented Administrative Assistant to support some of Cornell's most influential alumni volunteer organizations and engagement initiatives. In this dynamic role, you'll help alumni and volunteer leaders connect with Cornell in meaningful ways while contributing to programs and events that strengthen the university's global community. Reporting to the Director of Volunteer Operations, the Administrative Assistant provides essential operational, administrative, and programmatic support to the Engagement Initiatives, Volunteer Programs, and College and Unit Partnerships team. This highly collaborative position combines administrative coordination, relationship management, communications, event support, technology systems administration, project coordination, and volunteer engagement. You'll play an important role in helping Cornell's volunteers engage successfully with the university while supporting programs that recognize and celebrate their contributions. You'll work closely with alumni leaders and volunteers, support university-wide initiatives, and collaborate with colleagues across Cornell's colleges, units, and Alumni Affairs and Development division.

Requirements

A cover letter and resume outlining your interest and how your experience and goals align with the potential for mutual success in the role are required for consideration.
High School Diploma and two to four years relevant experience or equivalent combination.
Advanced knowledge of Microsoft Office (including Outlook Email and Calendaring, Teams, Word, Excel, and PowerPoint), databases, networked informational systems, the internet, and communication systems.
Must be organized, detail-oriented, able to work with and around extremely sensitive and confidential information.
Proven ability to maintain organized and accurate electronic files, records, contact lists, templates, and other program documentation to support effective team and volunteer operations.
Excellent customer service and interpersonal skills.
Effective verbal and written communication skills.
Able to work under pressure in a fast-paced environment and meet deadlines.
Ability to balance multiple tasks received from many team members.
Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.

Nice To Haves

Associate’s Degree and two to four years relevant experience or equivalent combination.
Prior work in higher education administration, alumni affairs and development, or volunteer management.
Experience with or aptitude and willingness to learn the following programs: iModules, PeopleSoft, Oracle Business Intelligence (OBIEE), Tableau, Qualtrics, Zoom, CampusGroups, AlumnIQ, Basecamp or other project management tools, and Google Workspace.

Responsibilities

Coordinate meetings and events, both in-person and virtual, including scheduling, agenda preparation, materials development, note-taking, and follow-up.
Serve as an important point of contact for alumni volunteers, volunteer leaders, students, faculty, parents, and campus partners.
Monitor and respond to program inquiries and provide high-quality customer service.
Support volunteer leadership organizations, including the Cornell University Council (CUC), the CUC Administrative Board, and the Committee on Alumni Trustee Nominations (CATN).
Maintain constituent information, volunteer records, and program databases.
Lead the coordination and execution of volunteer training, onboarding, leadership development programs, and webinars.
Coordinate registration processes for major events, including creating registration experiences, troubleshooting participant issues, reporting, and on-site registration operations.
Develop participant communications, FAQs, and resources that improve the volunteer and attendee experience.
Maintain volunteer program websites, online resources, and internal communication tools.
Plan and Support Signature Events: Cornell Volunteer Summit, Frank H.T. Rhodes Exemplary Alumni Service Awards, Alumni Trustee Election, Volunteer leadership meetings and recognition events. Responsibilities may include logistics coordination, communications, registration coordination, materials preparation, volunteer support, and event operations.
Perform data entry, reporting, and quality assurance using various university systems and databases.
Support financial and purchasing processes, including invoices, reimbursements, purchase orders, and event expenses.
Assist with travel coordination and other administrative needs for team leadership.
Track projects, deadlines, and operational processes to support team effectiveness and program success.

Benefits

Comprehensive health care options
Generous retirement contributions
Access to wellness programs
Employee discounts with local and national retail brands
Health and personal leave
Three weeks of vacation
13 holidays: Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving and the day after, and an end of the year winter break from December 25-January 1.
Two additional floating holidays
Tuition-free Extramural Study and Employee Degree Program
Tuition aid for external education
Cornell Children's Tuition Assistance Program