Section Heads' Assistant

Cornell University•Ithaca, MI

1d•$26 - $31•Hybrid

About The Position

The Section Head’s Assistant is part of the school administration and supports the Horticulture (HORT) Section and the Plant Pathology and Plant-Microbe Biology (PPPMB) Section, providing professional administrative support to the two Section Heads. The sections have a physical presence in both the Ithaca and Geneva (AgriTech) campuses with students, faculty, and staff in both locations. This position is based in Ithaca. This position provides high level administrative support to two section heads (HORT and PPPMB) and assists with academic section processes, including, but not limited to: coordinating information and materials for the section heads’ offices; managing the section heads’ calendars and appointments; answering inquiries about the sections’ programs; managing sensitive and/or confidential materials – both written and verbal – with discretion; coordinating academic appointments; and fostering excellent working relationships within and outside of the sections; facilitating interactions and communications involving the section heads and faculty, staff, students, visitors, and other college and university offices; supporting academic searches and compiling tenure and promotion packages; collaborating with CALS HR on appointments in both the sections; scheduling and attending faculty meetings and preparing minutes, as necessary.

Requirements

Associate’s degree and 2 to 4 years relevant experience or equivalent combination
Ability to handle confidential and sensitive information with utmost discretion and integrity
Demonstrated record of successfully providing exceptional customer service
Ability to communicate with tact and diplomacy with a wide range of internal and external constituents
Experience that demonstrates sound judgment, creativity, and problem-solving skills
Must be able to work independently while supporting the efforts of an overall team while fostering a respectful work environment
Excellent organizational skills, and the ability to work quickly and effectively under pressure, use sound judgment in accomplishing tasks that are urgent
Balance conflicting priorities and make decisions from a wide range of choices
Excellent written, verbal and interpersonal skills
Must be flexible and receptive to new ideas and approaches
Accuracy in spelling, grammar, proofreading and attention to detail required
Must take initiative, meet challenges with resourcefulness and tact, have ability to work independently
Proficient in Outlook, Microsoft Word, Excel, and open to learning new software as needed
Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members

Nice To Haves

Bachelor’s degree is preferred
Must be able to enhance personal knowledge, skills, and abilities as needed
Prior experience in academic setting helpful and/or supporting academic program activities
Prior experience in event planning helpful

Responsibilities

Respond to complex telephone and walk in inquiries
Distribute informational forms and documents with instructions
Respond to routine and non-routine inquiries
Serve as reference for policies and procedures
Contact individuals inside and outside of University on highly confidential matters
Independently answer correspondence
Independently compose and draft forms
Format/prepare complex documents
Create and maintain list servs
Maintain office equipment inventory system
Oversee and troubleshoot department equipment
Create and formulate moderately complex spreadsheets
Develop databases & materials from variety of information systems
Respond to routine and non-routine mail inquiries
Schedule appointments, meetings and locations using an electronic calendar
Plan and schedule w/o consultation
Arrange programs/events
Attend meetings and prepare notes, follow up as necessary
Independently compile materials for meetings
Arrange details of complicated travel plans involving lengthy trips
Prepare travel schedule, itinerary and appointment contacts
Provide program/project support
Prepare materials and assist in managing timelines and tasks
Manage the program/project calendar
Coordinate programs/projects including registration, scheduling presenters, logistics, accommodation requests, food & beverage, marketing materials, program materials, troubleshoot issues, etc.
Maintain and update pages within a content management system according to pre-established schedules
Make changes to the website as directed
Review website to catch bugs, correct errors and typos, fix broken links and cross-link new resources to relevant pre-existing pages
May create templates of approved website layouts
Update and contribute to social media pages
Edit and add content to Faculty support sites, course web sites, employee sites and publication/newsletters
Coordinate applications, interview, and evaluation process
May track academic appointments
Monitor department budget for expenses and balances
Investigate discrepancies
Process charges, P-Card purchases, travel reimbursements
May assist with grant preparation
Serve as back up payroll approver for online time collection
Maintain office equipment inventory system
Assist with capital equipment procurement function
May answer computer-related questions from faculty, staff and students concerning hardware and software

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
Employee Degree Program
Tuition aid for external education
Cornell Children's Tuition Assistance Program