10 days old

Administrative Assistant

Cornell University
Ithaca, NY
  • Job Code
The Cornell Lab of Ornithology is the world's leading resource for conservation, research, education, and citizen science focused on birds. The Lab is a vibrant unit within Cornell's College of Agriculture and Life Sciences (CALS), where twelve world-class, mission-driven programs are directed by full-time faculty and other renowned professionals. Lab staff teach undergraduate courses, advise graduate students, collect and disseminate world-famous digital resources on biodiversity, and engage with partner organizations and citizens around the world to conduct scientific research and conservation actions. Our management and staff are committed to the highest standards of ethics and excellence in all areas of our work, and our Board leadership includes faculty from Cornell and other universities, successful entrepreneurs and managers from the business and non-profit sectors, and conservation-minded citizens from the United States and beyond.

Administrative Assistant

Administrative Assistant IV - Band D

Lab of Ornithology, College of Agriculture and Life Sciences

Cornell University

The Lab is seeking a highly motivated, dynamic, self-driven Administrative Assistant. As a member of the Lab's administrative team, provide independent, high-level, confidential program, administrative, and customer service support for the Lab with primary focus on assigned programs, directors, and financial specialists. This could include several different program areas or functional groups. Program directors are similar to department chairs.

Specific duties include:

  • Serve as primary contact for all administrative functions for assigned programs.
  • Receive and handle incoming phone calls, mail, packages, and unannounced visitors.
  • Assist with correspondence on behalf of the Program Directors.
  • Handle procurement of goods, equipment, and services using eshop, pcard, purchase orders, and other means as needed.
  • Make complex travel arrangements.
  • Explain policies and procedures to incoming students and staff; research and answer policy questions as needed.
  • Pack and ship equipment and supplies.
  • Maintain calendars and special contact lists for Program Directors as requested.
  • Plan, coordinate, and support special meetings, events, visitors, retreats and workshops.
  • Maintain equipment inventory and insurance information.
  • Serve as the primary contact for Risk Management for assigned programs with regards to insurance needs for equipment, travel, field work and other projects as necessary.
  • Collaborate with Finance Specialist and Lab's Business Service Center (BSC) to ensure the smooth and timely processing of all financial transactions and complex travel reimbursements.
  • Assist Directors and Finance Specialist with grant proposal submissions.
  • Act as liaison to both internal and external colleagues including staff, alumni, Lab members, research partners, commercial and governmental personnel.
  • Must be able to manage all issues with a high degree of judgment, tact, and diplomacy while fostering excellent working relationships with collaborators.
  • Attend and document meetings as requested and convey/relay information as appropriate.
  • Assist with the administrative preparation, distribution, and tracking of scientific papers, technical reports, and publications.
  • Provide backup administrative coverage for other programs, the Lab's BSC, and campus shuttle service when necessary. This includes providing support for the Lab's special events and may require work on weekends, early mornings, and/or evenings.

Required Qualifications:

  • Formal training beyond a HS Diploma of 1 to 2 years, 2 years college coursework, or Associates Degree.
  • At least four years administrative experience.
  • Demonstrated experience with proofreading and editing materials.
  • Highly capable of working with office computer systems and software such as Word, Excel, PowerPoint, FileMaker Pro/Access and Outlook.
  • Must be able to work under pressure with a great deal of initiative.
  • Must have excellent customer service skills and demonstrated ability to serve and communicate with a broad range of people.
  • Attention to detail, time management, and organizational skills are critical.
  • Illustrate a proven track record of successfully managing multiple projects and priorities.
  • Must be able to learn, understand, and comply with PCI requirements.
  • Must be able to change direction/tasks quickly.
  • Demonstrated history of reliability and the ability to maintain confidentiality.
  • Experience that demonstrates sound judgment, creativity, management, and problem-solving skills and the ability to work well within a diverse team of professionals.
  • Must be able to work independently while supporting the efforts of an overall team.
  • Must be able to work early mornings, evenings and weekends when necessary.
  • Must maintain a valid driver's license.

Preferred Qualifications:

  • Bachelor's degree with five or more years related experience preferred.
  • An interest in birds and biodiversity along with advancing the cause of scientific conservation and the Lab of Ornithology's mission of applying research to interpret and conserve the earth's biological diversity.
  • Knowledge of Cornell accounting systems and policies.
  • Background working in scientific research organization.
  • Previous grant preparation experience.
  • Experience in an academic setting.
  • Prior event planning experience.
  • Experience with royalty payments.

Applicants to provide cover letter, resume, contact information for 3 references.

When applying through our system, please remember to attach your application materials (resume/cover letter/CV) in either Microsoft Word or PDF. In the Experience section of your application, use the Paperclip icon to search for file(s) or use the 'Drop Files Here' box to manually drag document(s) into your application. For a more detailed description and instructions on how to create a profile online please click here as an external candidate or click here if you are an internal candidate

Visa Sponsorship is not available for this position; not eligible to apply.

Relocation assistance is not provided for this position.

University Job Title:
Administrative Asst IV
Pay Rate Type:
Contract College
Contact Name:
Sue Taggart
Number of Openings:

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:

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 Workforce Policy and Labor Relations at voice (607) 254-7232, fax (607) 255-0298, or email at equalopportunity@cornell.edu .

Applicants that do not have internet access are encouraged to visit your local library, or local Department of Labor. You may also visit the office of Workforce Recruitment and Retention Monday - Friday between the hours of 8:30 a.m. - 4:30 p.m. to use a dedicated workstation to complete an online application.

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, Protected Veterans and Individuals with Disabilities. Cornell University is an innovative Ivy League university and a great place to work. Our inclusive community of scholars, students, and staff impart an uncommon sense of larger purpose, and contribute creative ideas to further the university's mission of teaching, discovery, and engagement.


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Cornell University
Ithaca, NY

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