Administrative Assistant

Cornell University • Ithaca, NY

29d • $26 - $31 • Hybrid

About The Position

This multifaceted Administrative Assistant position supports important areas of the department which, with new funding challenges and a need for diversifying our portfolios, is a critical role. The successful individual will provide support in three main areas: Educational Support Provide high level support to new programs of study administered through Biomedical and Translational Sciences. This area of support covers pre-college, undergraduate and graduate curriculum (not including DVM curriculum) including but not limited to Master of Science programs and School of Continuing Education programs. Work closely with College of Veterinary Medicine Office of the University Registrar, the School of Continuing Education, and other individuals involved in coordinating the logistics of the programs’ course offerings. Manage teaching materials, grading processes, feedback mechanisms. Grant/Pre-award Support Under direction of the departmental Grant and Contract Coordinators work with the Principal Investigator, prepare internal and external proposals (new, resubmissions, renewals), subcontracts, progress reports and supplements for submission to CRO, including all sponsor specific forms, budget and budget justification, review of PI generated documents, maintaining compliance with all regulations and deadlines of both the sponsor and Cornell University. Departmental Administrative Support As assigned, plan events and special research seminars for the community. Carry out routine administrative tasks including but not limited to travel reimbursements, visitor planning including itineraries and travel, general support for the department including mail pickup, support for various departmental business operations. While position responsibilities vary, every member of our community is expected to foster a culture of belonging and a healthy work environment by communicating across differences; being cooperative, collaborative, open, and welcoming; showing respect, compassion, and empathy; engaging and supporting others regardless of background or perspective; speaking up when others are being excluded or treated inappropriately; and supporting work/life integration of oneself and others. This position involves being able to network with a wide variety of individuals primarily internal to the University. It requires an individual who is well organized, possesses an extremely positive attitude, can think critically and proactively, is detail oriented, and can provide excellent customer service. Must be able to work independently, use excellent judgment while setting priorities, taking appropriate initiative, and handle sensitive/confidential information. Expected to be thorough, able to work well under pressure while handling multiple projects/tasks (both short and long term) at the same time. Needs to be flexible, creative in finding solutions, able to follow directions and anticipate the needs of the department supported programs. Must be comfortable handling new tasks with little direction. Must have a polite, yet strong customer service orientation approach. The core business hours of our office are 8:00AM-4:30PM, Monday through Friday, with flexibility on your start and end times. This position has potential to be performed in a hybrid format of 2 days per week remote, and 3 on campus at the College of Veterinary Medicine. However, in order to ensure mutual success, we’d like for you to be on campus Monday through Friday during the orientation and onboarding period of at least the first 30 days in the role, after which, the hybrid format can be discussed and determined. You are considered competitive for this position if you demonstrate: Operational judgment and initiative in an environment with shifting priorities Sees what needs doing, steps in without waiting, makes reasonable decisions, and maintains continuity when responsibilities fluctuate or teammates are out. Clear, efficient communication that builds trust across faculty, students, and staff Consolidates information, closes loops, handles sensitive materials with discretion, and collaborates with a positive, respectful team orientation. High attention to detail and follow-through across multiple concurrent deadlines Plans and executes itineraries, events, logistics, and administrative workflows with precision, strong self-management, and consistent follow-through. Familiarity and ability to carry out Education Support of undergraduate, graduate and new programs of study within the department. Grant and program administration familiarity with accuracy and deadline discipline Under direction and guidance of department G&C coordinator, supports pre-award submissions while reliably navigating systems, compliance requirements, and timelines.

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.
• Associate’s degree and 2-4 years relevant experience or equivalent combination.
• Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.
• Excellent organizational, communication, problem solving skills, superior written, verbal, and interpersonal skills and time-management skills are essential.
• Ability to interact with faculty, support staff, and other staff members from other CVM college departments.
• Proven ability to work independently and within cross-functional teams and use sound judgment when referring issues to higher organizational levels for review and consideration.
• Excellent customer service skills to ensure the highest level of service to the teaching/research community.
• Excellent track record in following through on details; respond quickly and effectively to multiple assignments/priorities.
• Ability to oversee multiple applications simultaneously and efficiently within tight deadlines and timeframes.
• Demonstrated research, analytical, critical thinking, planning, and organizing, information monitoring, stress tolerance, attention to detail and accuracy.

Nice To Haves

• Bachelor’s degree preferred.
• Knowledge of federal, state, non-profits, foundations and industry sponsors.
• Understanding of applicable government regulations (Uniform Guidelines) and university policies.
• Proven experience with grant and contract preparation, submission and administration preferred.
• Working knowledge of NIH eRACommons for grant preparation highly desirable.
• Experience in an academic environment preferred.
• Knowledge of Cornell University policies and procedures preferred, as well as experience with a variety of Cornell University systems, including RASS, Workday, KFS and OBIEE Dashboards.
• Experience with a variety of both Cornell University and outside systems including Workday, PubMed, Concur, Microsoft Excel, Access, Drupal.
• Familiarity with course management programs including Acalog, CCI, DUST, Remark, PeopleSoft, Canvas, Chatter, SharePoint, CALS Online Course Proposal System, Vet room scheduler, and 25Live.
• Experience with administering course offerings and student enrollment, as well as demonstrated interest and experience working in a highly interactive student office.
• Proficiency/excellence in using a variety of computer software, and web-based programs with demonstrated ability to utilize them.

Responsibilities

• Provide high level support to new programs of study administered through Biomedical and Translational Sciences.
• Work closely with College of Veterinary Medicine Office of the University Registrar, the School of Continuing Education, and other individuals involved in coordinating the logistics of the programs’ course offerings.
• Manage teaching materials, grading processes, feedback mechanisms.
• Under direction of the departmental Grant and Contract Coordinators work with the Principal Investigator, prepare internal and external proposals (new, resubmissions, renewals), subcontracts, progress reports and supplements for submission to CRO, including all sponsor specific forms, budget and budget justification, review of PI generated documents, maintaining compliance with all regulations and deadlines of both the sponsor and Cornell University.
• Plan events and special research seminars for the community.
• Carry out routine administrative tasks including but not limited to travel reimbursements, visitor planning including itineraries and travel, general support for the department including mail pickup, support for various departmental business operations.

Benefits

• This position is eligible for a hybrid work arrangement after the initial onboarding period.
• Employees typically perform this role remotely 2 days per week and on-campus 3 days per week.
• The university reserves the right to modify, suspend, revoke or terminate the hybrid work arrangement at any time.
• Cornell receives national recognition as an award-winning workplace for our health, wellbeing, and sustainability.
• Our benefits programs include comprehensive health care options, generous retirement contributions, access to wellness programs, and employee discounts with local and national retail brands.
• Our leave provisions include health and personal leave, three weeks of vacation and 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.
• To offer greater flexibility for observing faiths and traditions we also offer two additional floating holidays.
• Cornell's impressive educational benefits include tuition-free Extramural Study and Employee Degree Program, tuition aid for external education, and Cornell Children's Tuition Assistance Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees