Administrative Assistant (Part-time/20 hours per week/One-year Term/Remote)

About the College, School, or Department

The Graduate School enhances the intellectual life of the university by enabling graduate and professional students to undertake scholarly study and advanced research and prepare for professional work. The Graduate School serves 4,800 students across nearly 100 fields of study. Through the graduate field system, the Graduate School provides the administrative structure to allow fields to devote their efforts and resources to research, scholarship, instruction, and professional development for their students.

The Graduate School at Cornell University is seeking candidates for a part-time administrative assistant in the Dean’s Office.

The Opportunity

Reporting to the Executive Assistant for the Dean of the Graduate School and Vice Provost for Graduate Education, the administrative assistant will:

• Independently coordinate the graduate faculty, Graduate School Professor and Director of Graduate Studies nomination and appointment processes.
• Review nominations for completeness and adherence to policy, fact check, process approved nominations, prepare and send correspondence, generate reports from spreadsheets, maintain databases and ensure accuracy of records as well as troubleshoot and correct issues.
• Provide graduate field support that includes scheduling moderately complex meetings, preparing and distributing meeting materials, and assisting with special projects as assigned.
• Work very closely with other members of the Graduate School staff, and communicate directly with faculty, staff and students (across 96 graduate fields of study), as well as with individuals in offices across Cornell.

This is a part-time (20 hours per week), benefits-eligible position for a one-year term with the possibility of extension. The work schedule is flexible and offers the ability to work remotely, with expectation that you are available to effectively collaborate with colleagues within daytime hours, Monday through Friday. Remote capability is dependent upon training needs, work performance, and availability to collaborate with co-workers. If it becomes necessary for you to be in Ithaca for occasional in-person training or events, your visit to campus will be at your expense. Your regular hours and remote set up will be determined by your supervisor.

Success Factors

You’re considered a competitive candidate for this position if you have demonstrated these skills:

• Attention to detail and a high level of organization: Essential for coordinating nominations, maintaining accurate records, and ensuring the completeness and adherence to policy in the review process.
• Ability to work collaboratively and learn new tasks: Training for the role will be provided, with mastery expected within a year. This includes coordinating with the Executive Assistant and other Graduate School staff, as well as assisting with special projects.
• Initiative and capability to understand and track the bigger picture of impact: Important for processing nominations, generating reports, and ensuring the effectiveness of the administrative processes.
• Effective communication skills: Crucial for interacting with faculty, staff, and students across 96 graduate fields of study, as well as individuals in various offices across Cornell. This includes scheduling meetings and preparing meeting materials.

What We Need

• 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 at least 2 years of administrative experience or equivalent combination.
• Proficient with Microsoft Office applications such as Word and Excel, and with Outlook calendar.
• Professional demeanor and strong verbal and communication skills.
• Strong organizational and customer service skills.
• Keen attention to detail demonstrated through previous work experience.
• Demonstrated experience handling sensitive, confidential information.
• Proven ability to manage the flow of information/communications and coordinate with other campus offices.
• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.
• Passionate about working in an organization that values and promotes diversity, equity, inclusion, anti-racism, and wellbeing.
• Ability to cultivate and develop inclusive and equitable working relationships with students, faculty, and staff.

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.

• Familiarity with Cornell and the graduate field system.

Rewards and Benefits

• This position is based in Ithaca, New York, however, the successful applicant may typically perform this role remotely anywhere within the United States. Employees who work remotely may receive multiple W-2 Forms depending on their work location.

The New York Convenience of employer guidelines require New York State individual tax reporting and withholding for this position. Additional individual state income tax filings may also be required if working temporarily outside of New York State.

The university reserves the right to modify, suspend, revoke or terminate the hybrid or remote work arrangement at any time.

• 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 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.
• 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.

No Visa Sponsorship is 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:

Job Family:

Level:

Pay Rate Type:

Pay Range:

Remote Option Availability:

Company:

Contact Name:

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:

If you currently work at Cornell University, please exit this website and log in to Workday using your Net ID and password. Select the Career icon on your Home dashboard to view jobs at Cornell.

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 [email protected].

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 [email protected].

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 [email protected].

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.