Assistant to Department Chair-Department of Computational Biology

Assistant to Department Chair-Department of Computational Biology

The Opportunity

The Department of Computational Biology, a multi-college unit led by the College of Agriculture and Life Sciences (CALS) is seeking a proactive, detail-oriented Assistant to provide high-level administrative support to the Department Chair and Administrative Manager. This pivotal role is essential to the smooth functioning of academic operations and departmental activities.

Key Responsibilities:

• Serve as the first point of contact for the department by greeting and directing visitors and managing phone and email inquiries with professionalism.

• Provide executive-level administrative support to the Department Chair, including calendar management and coordination of departmental priorities.

• Track faculty and academic appointments; notify the Chair of key deadlines related to reappointment, promotion, sabbatical eligibility, and tenure.

• Coordinate and compile necessary documentation and materials for academic appointments.

• Collaborate closely with the CALS Senior Associate Dean’s Office and CALS HR representatives on faculty hiring, reappointments, and searches.

• Facilitate academic search processes, including scheduling candidate visits, search committee meetings, and related events.

• Organize meetings, conferences, and special events for faculty, staff, and students.

• Manage visa processing and related paperwork for incoming faculty, staff, and international visitors.

This is a full-time (39 hours/week) Contract College position that is based in Ithaca, NY. This position is fully on-site with the opportunity for a hybrid work arrangement after a period of orientation and training. This work arrangement will be determined in conversation with the Administrative Manager, taking into account the business needs of the department. The university reserves the right to modify, suspend, revoke, or terminate the hybrid work arrangement at any time. Typical work hours are 8am-4:30pm Monday through Friday.   

About the Department of Computational Biology

The Department of Computational Biology (CB) consists of ten full-time faculty members, with expertise in computer science, genomics, systems biology, population genetics, and modeling. The department administers the Computational Biology undergraduate concentration within the Bachelor of Science degree in Biology, and the Computational Biology PhD graduate program.

What We Need

We are seeking a team member who is reliable, very organized, and self-motivated. Additionally, you will have:  

• An Associate’s degree and 2+ years of experience in an administrative setting or the equivalent combination of education and experience.

• Strong written and verbal communication skills.

• Demonstrated ability to communicate with tact and diplomacy with a wide range of internal and external constituencies.

• Excellent organizational skills and proven skills in project management and coordination.

• Excellent customer service skills.

• Ability to take initiative and make decisions independently using sound judgment.

• Ability to be proactive, personable, service-oriented, and enthusiastic.

• Demonstrated ability to troubleshoot, adapt to, and make recommendations for change/improvements.

• Proven experience with Microsoft Word, Excel, PowerPoint, Outlook, and other standard business software.

• The ability to multi-task and prioritize in a fast-paced environment.

• Experience working well independently and collaboratively within a team environment.

• Experience handling confidential information with discretion and professionalism.

• Sound and ethical judgment when acting on behalf of the University.

• Ability to cultivate and develop inclusive and equitable working relationships with students, faculty, staff, and community members.

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

• Bachelor’s degree and 4+ years of experience providing executive-level administrative support or administrative experience in an academic setting.

• Prior experience with academic appointment processing, international travel arrangements, and visas for travel and academic appointments.

• Financial experience; especially in Cornell finance and/or sponsored finance.

• Knowledge of or ability to learn Cornell University systems, policies, and procedures.

• Experience with Drupal or similar we