Located in Ithaca, N.Y., Cornell University is a bold, innovative, inclusive and dynamic teaching and research university where staff, faculty, and students alike are challenged to make an enduring contribution to the betterment of humanity. Cornell University is one of the largest and most diverse institutions in the Ivy League. We are a community of 22,000 students and more than 10,000 faculty and staff members representing more than 80 countries and hundreds of disciplines—global cultures, backgrounds, experiences, perspectives, and ideas. The College of Veterinary Medicine at Cornell University is recognized internationally as a leader in public health, biomedical research, animal medicine, and veterinary medical education. Ranked consistently as one of the best veterinary colleges in the nation, the College's strength is due to its strategic breadth of focus areas and its depth of expertise in each of those areas; the achievements of its faculty, staff, alumni, and students; and its commitment to diversity and inclusiveness.
The Department of Population Medicine and Diagnostic Sciences (PMDS) seeks an Administrative Assistant to provide executive-level support for the Chair of the department and the Executive Director of the Animal Health Diagnostic Center (AHDC.)
PMDS is the academic home to all veterinary diagnostician faculty and academic staff in the AHDC, a full service, accredited diagnostic laboratory, as well as other disciplines including epidemiology, shelter medicine, ambulatory and production medicine and, increasingly, applied public and global health. Together the AHDC and PMDS employ over 250 people and occupy 140,000 square feet of laboratory and office space in the College of Veterinary Medicine complex, greater-Ithaca and in four regional facilities. The missions of both entities include promoting the health, productivity, and welfare of individual animals and animal populations, ensuring the safety of animal-source foods, diagnosing and preventing animal disease and reducing associated risks to public health, promoting environmental stewardship and fostering economic growth. Responsibilities of the position include:
Develop an understanding of the missions, operations, overlap and individual nature of both entities.
Tailor support style to the needs of the chair and executive director; maintain a strong understanding of their needs and areas of responsibility.
Executive-level administrative support to include calendar management, drafting and editing correspondence, maintaining confidential files, booking travel, processing reimbursements, creating itineraries for visitors, scheduling meetings, scheduling and advertising seminars, managing special events, staffing various committees, and other duties as requested. Proactivity is expected and an essential function of this position.
Independently support faculty and academic searches; independently track and assemble faculty and academic reappointment and promotion dossiers paying close attention to deadlines and sending reminders as necessary.
On behalf of department chair, communicate to faculty, schedule and organize annual faculty activity (performance review) meetings and documentation.
Schedule, draft, distribute agendas and take minutes for several layers of operations and leadership monthly meetings
Proactively learn, recommend and implement technology. Examples include, but are not limited to, solutions for engaging with meetings remotely, simple website design and maintenance, secure data sharing, electronic signature and document routing, email lists, travel and accounting solutions.
Maintain email lists for department and ensure timely dissemination of announcements, agendas, and other information of relevance to faculty and/or all staff.
Participate in professional development, college and university committees as time permits and participate in an annual performance review and goal-setting process.
This position serves on the very capable and inspired administrative team supporting both PMDS and the AHDC and works closely with the Director of Business Operations, Sr. Program Manager, Grants and Contracts Coordinator, and Administrative Assistants supporting other programs and faculty. The overlapping missions, shared facilities and personnel enable an integrated administrative services team to effectively serve both entities.
Employees are expected to meet all of the Cornell University Staff Skills for Success, which are essential for individual and organizational success. Employees of the AHDC and PMDS working with AHDC must adhere to the Quality Assurance system, confidentiality statement, standard operating procedures, and organizational policies.
Employees may be required to work outside of normal business hours, including occasional evenings and (extremely rarely) weekends. Start time is routinely by 8AM Monday thru Friday for a 39 hour work week.
Hold an Associate's degree with 4 years of high level administrative experience or equivalent combination of education
Show initiative and demonstrate a creative and innovative approach to new projects and finding solutions; possess a strong ability to think critically
Demonstrate excellent interpersonal and communication skills (both oral and written); develop successful working relationships with a myriad of professional partners
Work well independently and within a team
Handle sensitive and confidential information with discretion
Possess excellent planning and organizational skills with strong attention to detail
Follow directions and anticipate the needs of the Department Chair and Executive Director
Exercise professionalism and diplomacy when representing the Department Chair and Executive Director
Be proactive and adapt to changing priorities, effectively manage competing deadlines, assignments and projects
Be proficient with a number of PC software programs; technology savvy
Ability to develop a complete and useful understanding of Cornell policies; particularly around faculty searches and reappointment and promotion dossiers
Must possess and maintain a valid driver's license; be able to push, pull, lift or carry 10 lbs
A strong technical background in MS Office and Web applications that can demonstrate creative approaches/solutions to traditional administrative tasks
Previous experience and understanding of Cornell policies, particularly around faculty searches, reappointment, and promotion dossiers is useful but can be learned on the job.
** As a note Visa sponsorship is not available for this position.
** Relocation assistance will not be provided for this position.
**Please attach a formatted cover letter and resume to your application.
University Job Title:
Administrative Asst IV
Pay Rate Type:
Number of Openings:
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