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 a