Administrative Assistant, CALS Dean's Office Leadership

Cornell University • Ithaca, NY • 1d ago

About the College of Agriculture and Life SciencesThe College of Agriculture and Life Sciences (CALS) is a pioneer of purpose-driven science and Cornell University's second largest college. We work across disciplines to tackle the challenges of our time through world-renowned research, education, and outreach. The questions we probe and the answers we seek focus on three overlapping concerns: We believe that achieving next-generation scientific breakthroughs requires an understanding of the world's complex, interlocking systems. We believe that access to nutritious food and a healthy environment is a fundamental human right. We believe that ensuring a prosperous global future depends on the ability to support local people and communities everywhere. By working in and across multiple scientific areas, CALS can address challenges and opportunities of the greatest relevance, here in New York, across the nation, and around the world.The OpportunityThe CALS Dean's Office is seeking an exceptional Administrative Assistant who thrives in a service-oriented environment and enjoys supporting leaders whose work shapes the operations and success of the college.This role is central to ensuring the smooth functioning of the Finance & Administration leadership team and plays a key part in supporting the Associate Dean for Finance & Administration (AD F&A), the Senior Budget Director, and-at times-the Associate Dean for Research & Innovation and broader Dean's Office staff. If you are a proactive professional who excels at managing complex calendars, coordinating logistics, navigating sensitive information, and keeping many moving pieces aligned, we'd love to meet you.As the Administrative Assistant for CALS Dean's Office Leadership, you will provide high-level, executive-level support, including:Primary Finance & Administration Support- Serve as the key administrative partner to the AD F&A and Senior Budget Director, managing detailed calendars, high-volume correspondence, and shifting priorities with confidence and discretion.- Act as a trusted gatekeeper by exercising sound judgment in handling inquiries, drafting correspondence, and determining appropriate follow-up actions.- Track and coordinate information related to HR, Facilities, IT, and Budget & Finance, ensuring the AD F&A is prepared with agendas, materials, and @context.- Prepare agendas, attend meetings, and produce accurate minutes for leadership groups, administrative directors, managers, and ad hoc committees.- Coordinate daily activities, schedule changes, meeting logistics, room reservations, and event support-often involving confidential or time-sensitive matters.- Support Finance & Administration units with research, report preparation, and data tracking using systems such as Smartsheet, Concur, CTS, and I Want Docs (training provided).- Manage travel arrangements and reimbursements for multiple leaders, ensuring alignment with university policies.- Provide administrative support for hiring processes within Finance & Administration, including applicant communication and scheduling interviews.- Maintain lists, directories, phone routing, facility access (e.g., keys, nameplates), and signage for Roberts Hall.- Oversee key operational services including copier contracts, water delivery, shredding services, and conference room reservations.Research & Innovation Support- Assist the Associate Dean for Research & Innovation with calendar coordination, meeting polls, event logistics, and travel arrangements.- Prepare briefing materials, ensuring leaders have all necessary background information and documentation.- Support award letter distribution and project coordination for key college initiatives.- Process reimbursements and maintain consistent calendar entries following established guidelines.Dean's Office Collaborative Support- Provide back-up support for the broader Dean's Office, including phone/Zoom coverage, reception, supply orderin

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