Administrative Assistant Cornell Atkinson Center For Sustainability (Hybrid)

About the Cornell Atkinson Center for Sustainability

The Cornell Atkinson Center for Sustainability is the hub of collaborative sustainability research at Cornell University, enabling vital connections among faculty, researchers, students, staff, and external partners. Cornell Atkinson (the Center) supports programs and activities across the entire campus, taking knowledge to impact through strategic partnerships with external organizations and communities. With nearly 700 faculty fellows representing all colleges, the Center plays a critical role, enabling the interdisciplinary collaborations needed to address the complex challenges of sustainability. The Center offers a wide range of funding programs and hosts many workshops, conferences, and other meetings both on and off campus.

The Opportunity

While position responsibilities vary, every member of our community is expected to foster a culture of belonging and a psychologically healthy work environment by communicating across differences; being cooperative, collaborative, open, and welcoming; showing respect, compassion, and empathy; engaging and supporting others regardless of background or perspective; speaking up when others are being excluded or treated inappropriately; and supporting work/life integration of oneself and others.

The Center's Administrative Assistant is an active contributor to meaningful initiatives that drive positive change locally and globally.

Join us as a key team member supporting the ambitious mission, initiatives, and activities of the Center! As part of an administrative and operations support team, and reporting to the Associate Director, the administrative assistant will provide critical support for a range of Center activities plus a variety of internal and external constituents. This role requires developing and maintaining a broad understanding of Center activities and priorities, the ability to embrace and thrive in a collaborative team culture, and an eagerness to engage in and support a variety of initiatives and activities. Primary responsibilities include:

• Event Support (50%):

• Plan and coordinate logistics for various events at Cornell Atkinson, such as lunches, workshops, seminars, and lectures.

• Act as main contact for internal and external vendors.

• Collaborate with staff to support complex high-profile events like Advisory Council meetings and faculty fellows' receptions.

• Manage calendars, reserve meeting space, order food, coordinate IT and A/V support, and handle event supplies and materials.

• Administrative Support (20%):

• Maintain common spaces and collaborate with facilities staff.

• Handle inquiries via phone, email, and mail, including confidential matters.

• Arrange domestic and international travel and process reimbursements.

• Coordinate office operations, supplies, HR paperwork, and hiring support.

• Financial Support (15%):

• Provide basic finance, data management, and project support.

• Track expenses, manage grant activities using Monday.com, and communicate with finance staff.

• Initiate purchase orders, service agreements, and I Want Docs.

• Program Support (5%):

• Process MOUs with grant awardees and support grant programs.

• Collaborate with fellow Administrative Assistant and provide Zoom support for virtual meetings.

• Office Management (5%):

• Serve as IT liaison and telecom coordinator.

• Manage facilities, office equipment, printers, and copy machines.

• Other Duties as Assigned (5%)

The core work hours for this position are Monday through Friday, from 8:30 AM to 5:00 PM, with a hybrid schedule comprising on-campus work on Tuesday, Wednesday, and Thursday, and remote work on Monday and Friday except for occasional events which may require in-person support on those days. Daily start and end times offer some flexibility, to be mutually agreed upon between you and your supervisor. Occasionally, less than five pre-scheduled evening events per year may require coverage, with advance notice provided. There are currently no weekend work requirements.

The Center is presently based in Rice Hall. However, we are scheduled to transition into our new, cutting-edge facility, Atkinson Hall, in early 2025. This new building is designed to be highly energy efficient and equipped with state-of-the-art technology.

Success Factors

You are considered a competitive candidate if you:

• Value making a meaningful and positive impact on a sustainable future.

• Bring care, adaptability, and a genuine desire to learn, grow, and achieve success in your work and professional career.

• Are a self-motivated team player who can have fun while exhibiting a high degree of professionalism.

• Are a warm, friendly face who is proactive in your approach toward coordination of operations and events related to all Cornell Atkinson stakeholders.

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.

• Associates degree with 2-4 years of experience or equivalent combination.

• Fluent use of Excel for moderately complex spreadsheets, databases, registration lists, and budgets. Understanding or ability to learn formulas and functions in Excel.

• Demonstrated proficiency with MS Outlook, Microsoft Office products, Adobe Reader, and PowerPoint.

• Demonstrated ability to work and communicate effectively and professionally with a broad and diverse range of constituents.

• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.

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.

• Expert knowledge of Outlook, Excel, Word and standard office software applications, word processing, spreadsheets, databases, networked informational systems and video communications systems.

• Experience in organizing complex events both on and off campus and knowledge of Concur, KFS, OBIEE, eShop, I Want Docs, Workday, and other Cornell system.

• Proficiency with Zoom, Qualtrics, and Google Drive, Forms and Docs.

• Strong interpersonal and organizational skills, with the ability to adapt, prioritize, and represent Cornell Atkinson professionally in various situations.

• Previous experience managing Cornell accounts, including familiarity with sponsored, restricted, and unrestricted attributes, as well as utilizing sub-accounts and org ref IDs for expenditure tracking.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement. Employees typically perform this role remotely 2 days per week and on-campus 3 days per week. The university reserves the right to modify, suspend, revoke or terminate the hybrid work arrangement at any time.

• Cornell receives national recognition as an award-winning workplace for our health, wellbeing, sustainability, and diversity initiatives.

• Our benefits programs include comprehensive health care options, generous retirement contributions, access to wellness programs, and employee discounts with local and national retail brands. We invite you to follow this link to get more information about our benefits: https://hr.cornell.edu/benefits-pay.

• Follow this link to learn more about the Total Rewards of Working at Cornell: https://hr.cornell.edu/jobs/your-total-rewards.

• Our leave provisions include health and personal leave, three weeks of vacation and 13 holidays: Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving and the day after, and an end of the year winter break from December 25-January 1.

• Cornell's impressive educational benefits include tuition-free Extramural Study and Employee Degree Program, tuition aid for external education, and Cornell Children's Tuition Assistance Program.

No Visa Sponsorship is available for this position.

Diversity and Inclusion are a part of Cornell University's heritage. We are a recognized employer and educator valuing AA/EEO, and we do not tolerate discrimination based on any protected characteristic, including race, ethnic or national origin, citizenship and immigration status, color, sex/gender, pregnancy or pregnancy-related conditions, age, creed, religion, actual or perceived disability (including persons associated with such a person), arrest and/or conviction record, military or veteran status, sexual orientation, gender expression and/or identity, an individual's genetic information, domestic violence victim status, familial status, marital status, or any other characteristic protected by applicable federal, state, or local law. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.

Cornell University embraces diversity and seeks candidates who will contribute to a climate that supports students, faculty, and staff to all identities and backgrounds. We strongly encourage individuals from underrepresented and/or marginalized identities to apply.

Familiarize yourself with Cornell's COVID-19 workplace guidance as well as the university's COVID-19 services and information.

University Job Title:

Administrative Asst IV

Job Family:

Administration

Level:

D

Pay Rate Type:

Hourly

Pay Range:

$24.78 - $28.80

Remote Option Availability:

Hybrid Remote

Company:

Endowed

Contact Name:

Carolyn Chow

Job Titles and Pay Ranges:

Non-Union Positions

Noted pay ranges reflect the potential pay opportunity for each job profile. The hiring rate of pay for the successful candidate will be determined considering the following criteria:

• Prior relevant work or industry experience

• Education level to the extent education is relevant to the position

• Unique applicable skills

• Academic Discipline (faculty pay ranges reflects 9-month annual salary)

To learn more about Cornell's non-union staff job titles and pay ranges, see Career Navigator.

Union Positions

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EEO Statement:

Diversity and Inclusion are a part of Cornell University's heritage. We are a recognized employer and educator valuing AA/EEO, and we do not tolerate discrimination based on any protected characteristic, including race, ethnic or national origin, citizenship and immigration status, color, sex/gender, pregnancy or pregnancy-related conditions, age, creed, religion, actual or perceived disability (including persons associated with such a person), arrest and/or conviction record, military or veteran status, sexual orientation, gender expression and/or identity, an individual's genetic information, domestic violence victim status, familial status, marital status, or any other characteristic protected by applicable federal, state, or local law. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.

Cornell University embraces diversity and seeks candidates who will contribute to a climate that supports students, faculty, and staff to all identities and backgrounds. We encourage individuals from underrepresented and/or marginalized identities to apply.

2024-03-19