Administrative Assistant III – Corporate Foundation

The Office of University Foundation Relations and Corporate Philanthropy (UFRCP) fosters corporate and foundation partnerships to enhance philanthropy at Cornell University. As part of Alumni Affairs & Development, it works across the university to secure funding for strategic priorities. The team is seeking a new member to contribute to its growth and impact.

The Opportunity

The Administrative Assistant supports the Director, Senior Associate Director, and two Associate Directors. This role provides both administrative and program support to ensure efficient operations.

Key Responsibilities

Calendar and Travel Coordination

• Schedule appointments, meetings, and event locations using an electronic calendar.
• Attend meetings and prepare notes.
• Maintain program/project calendars.
• Arrange travel, prepare itineraries, and submit travel reimbursements.
• Support events by coordinating logistics, presenters, and materials.

Data Entry and Report Generation

• Enter contact reports and solicitation information into PeopleSoft or the CRM system.
• Retrieve giving history and contact reports.
• Create and maintain spreadsheets and databases.
• Research and Communication
• Conduct basic funding research using online tools like Foundation Directory Online.
• Disseminate funding opportunities to academic units.
• Prepare proposals, reports, and presentations with strong graphic design proficiency.
• Assist with donor stewardship, including event logistics and progress reporting.

General Office Coordination

• Handle inquiries, redirect communications, and provide information on policies and procedures.
• Maintain shared drive and Box folders with necessary documentation.
• Prepare correspondence, spreadsheets, PowerPoint presentations, and other documents.
• Order and manage office supplies.
• Support team retreats and maintain office equipment.
• Process charges, procurement purchases, fund transfers, and travel reimbursements.
• Update and maintain website content.
• Personal and Professional Development
• Attend training programs to enhance job performance.
• Stay updated on emerging technologies and methodologies.
• Maintain required qualifications and complete university compliance training.
• Actively participate in team meetings and contribute ideas.
• Perform other duties as assigned.

What We Need

A resume and cover letter are required for further consideration.

• High School Diploma and 2 to 4 years of professional office experience with a strong customer service element, or an equivalent combination of education and experience.
• Strong attention to detail and organizational skills to establish priorities, coordinate multiple projects, and meet deadlines.
• Advanced proficiency in Microsoft Office 365 products (Word, Excel, PowerPoint, Outlook) with a willingness to further develop skills.
• Ability to learn and use AAD tools such as PeopleSoft/CRM, OBIEE, Tableau, and Salesforce.
• Passion for working in an organization that values diversity, equity, inclusion, anti-racism, and wellbeing.
• Ability to maintain a high degree of confidentiality.
• Self-motivated, resourceful, and reliable, capable of working in a dynamic environment as part of a supportive and intellectually curious team.
• Strong interpersonal skills with excellent writing, proofreading, and editing abilities.
• Ability to work independently with minimal supervision.
• Flexibility, sound judgment, integrity, and a sense of humor.

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.

• Strong proficiency in Microsoft Outlook, Zoom, Microsoft Teams, Slack, and Basecamp.
• Experience working in an academic, advancement/development, or research environment, or an equivalent combination of education and experience.
• Interest or experience in fundraising and/or grants administration is beneficial.
• Ability to navigate and utilize various calendaring and project support platforms as needed.

This is a full-time (39 hours/week) endowed position that is based in Ithaca, NY with a hybrid work arrangement. Core hours are Monday through Friday, 8:00 AM to 4:30 PM, with flexibility as needed. The final schedule will be established in collaboration with the supervisor.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement. Employe