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Administrative Assistant for the ILR Dean’s Office

About the ILR School

The ILR School is the preeminent educational institution in the world focused on work, employment and labor, we are dedicated to generating and disseminating knowledge that improves the lives of workers and transforms the future of work.

As a New York land-grant college, we positively impact individuals and society through Teaching, Research and Outreach.

The Opportunity

The School of Industrial and Labor Relations at Cornell University has an immediate opening for an

Administrative Assistant for the ILR Dean’s Office. This position provides broad-based administrative

support for the office of the Dean; provide direct support for the Associate Dean for Finance,

Administration, Assistant Dean for Student Experience and Wellbeing, and backup for Dean’s Executive

Staff Assistant. Functions as the receptionist for the main office, serving as the first point of contact and

critical source of information for visitors, students, faculty, and staff; and information conduit for Dean’s office staff. This role is instrumental in representing the office in a professional and service-oriented

Manner.

Key Responsibilities:

  • Office Administrative Support: Greet visitors, students, faculty and staff. Schedule appointments, meetings and locations using an electronic calendar; compile agendas and background materials for meetings. Act as an information conduit by facilitating communication and collaboration among faculty, staff, and the Dean’s office. Serve as a liaison to other University offices by maintaining relationships with internal and external constituents. Assist with the collection, preparation, verification and management of moderately complex data. Prioritize and prepare incoming and outgoing correspondence including merge documents; draft routine correspondence; handle confidential correspondence; take meeting minutes; assemble materials for complex reports; prepare PowerPoint slides; design spreadsheets and materials from a variety of information systems; maintain web pages; copy files; and prepare mailings as necessary.
  • Event Support: Plan, schedule and coordinate logistical arrangements for programs, meetings and special events, retreats, conferences, and trainings in collaboration with other office staff. 
  • Fiscal Support: Assist with coordinating processes within the Finance & Administration division. These processes could include coordination of budget process, assisting with project management, helping to prepare and invoice standard revenue contracts, maintaining databases such as SalesForce, processing simple extracts of information, and using Kuali Financial System to assist in monitoring expenses, etc. Assist with research efforts that contribute to policy analyses, trend data, etc. Schedule and process travel, including complex international travel arrangements, meeting schedules, briefings, and expense and travel reports and travel reimbursements. Responsible for eShop purchases, procurement card and payment request processing for the office. Maintains department administrative databases and coordinates dissemination of information. 

Success Factors:

You’re considered a top candidate if you have experience:

  • Working successfully as part of a team.
  • Communicating professionally across internal and external stakeholders and colleagues.
  • Overseeing multiple tasks, prioritizing and managing projects with flexibility.
  • Prioritizing work on simultaneous projects anticipating and ensuring timelines and goals are met.
  • Representing the office in a professional and service-oriented manner.

This is a full-time (39 hours/week) Contract College position that is based in Ithaca, NY and fully-on-site Typical work hours are 8am-4:30pm Monday through Friday.

What We Need

We require these qualifications:

  • Associate’s degree and a minimum of four years of experience of executive level support in an office setting or equivalent combination of education and experience.
  • Strong interpersonal skills, effective communication skills, and pleasant telephone manner.
  • Proven ability to successfully manage and prioritize multiple tasks while working simultaneously under pressure within a fast-paced office environment.
  • Ability to interact tactfully with diverse groups of individuals.
  • Must be able to prioritize requests and manage time effectively to meet established deadlines.
  • Ability to anticipate the needs of the Associate and Assistant Deans and to take somewhat independent action.
  • Ability to take initiative and be a pro-active team member.
  • Ability to troubleshoot, adapt to and make recommendations for change/improvements.
  • A demonstrated ability to work in a disruptive environment without being distracted is essential.
  • Must have outstanding organizational skills.
  • Excellent written and verbal communication skills including proofreading and editing skills and experience taking meeting minutes.
  • A demonstrated ability to maintain confidentiality is essential.
  • Expertise in Microsoft products including Word, Excel and PowerPoint.
  • Expertise in scheduling and setting up zoom meetings.
  • Expertise in Outlook email and calendar.
  • Experience working with HTML or other web development tools.
  • Prior experience with event planning.
  • Ability to have some flexibility in work hours.
  • Occasional travel required.
  • Passionate about working in an organization that values and promotes diversity, equity, inclusion, anti-racism, and wellbeing.
  • Ability to cultivate and develop and build strong relationships with various stakeholders, including students, faculty, staff, community members and administrators.

If you possess these experiences and skills this may be the role for you! There are a few other qualifications that we would view as incredibly helpful in this role, to include: 

  • Bachelor’s degree in Business Administration, Management or related field.
  • Minimum six years of experience in an office setting.
  • General database operating knowledge.
  • Prior office experience in a teaching and research-based setting.
  • Knowledge of labor relations or workplace issues.
  • Experience with Faculty Center, Canvas, Qualtrics, and Drupal.
  • Knowledge of Cornell University travel and reimbursement and payment request systems (i.e. Concur).
  • Knowledge of eShop purchasing system, the Kuali Financial System, the Workday HR system, Cornell Box/Dropbox, Watermark Insight and others.
  • Some interest or aptitude in financial analysis, accounting, etc.

A cover letter and resume are required for further consideration for this position.

Rewards and Benefits

  • This position is located in Ithaca, NY and fully on-site.
  • Cornell receives national recognition as an award-winning workplace for our health, wellbeing, sustainability, and diversity initiatives.
  • Our benefits programs include comprehensive health care options, generous retirement contributions, access to wellness programs, and employee discounts with local and national retail brands. We invite you to follow this link to get more information about our benefits: https://hr.cornell.edu/benefits-pay.
  • Follow this link to learn more about the Total Rewards of Working at Cornell: https://hr.cornell.edu/jobs/your-total-rewards.
  • Our leave provisions include 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.
  • 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.

Visa Sponsorship is not available for this position.

Familiarize yourself with Cornell's COVID-19 workplace guidance as well as the university's COVID-19 services and information.

University Job Title:

Administrative Asst IV

Job Family:

Administration

Level:

D

Pay Rate Type:

Hourly

Pay Range:

$24.78 - $28.80

Remote Option Availability:

Fully Onsite

Company:

Contract College

Contact Name:

Jamie Doss

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)

To learn more about Cornell’s non-union staff job titles and pay ranges, see Career Navigator.

Union Positions

The hiring rate of pay for the successful candidate will be determined in accordance with the rates in the respective collective bargaining agreement. To learn more about Cornell’s union wages, see Union Pay Rates.

Current Employees:

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Online Submission Guidelines:

Most positions at Cornell will require you to apply online and submit both a resume/CV and cover letter. You can upload documents either by “dragging and dropping” them into the dropbox or by using the “upload” icon on the application page. For more detailed instructions on how to apply to a job at Cornell, visit How We Hire on the HR website.

Employment Assistance:

For general questions about the position or the application process, please contact the Recruiter listed in the job posting or email mycareer@cornell.edu.

If you require an accommodation for a disability in order to complete an employment application or to participate in the recruiting process, you are encouraged to contact Cornell University's Office of Institutional Equity and Title IX at voice (607) 255-2242, or email at equity@cornell.edu.

Applicants that do not have internet access are encouraged to visit your local library, or local Department of Labor. You may also request an appointment to use a dedicated workstation in the Office of Talent Attraction and Recruitment, at the Ithaca campus, by emailing mycareer@cornell.edu.

Notice to Applicants:

Please read the required Notice to Applicants statement by clicking here. This notice contains important information about applying for a position at Cornell as well as some of your rights and responsibilities as an applicant.

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.

2024-03-26

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Confirmed 6 hours ago. Posted a day ago.

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