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As one of the larger Academic Departments within the College of Veterinary Medicine, the Department of Biomedical Sciences focuses on basic research in the areas of cell and developmental biology, genetics, pathology, physiology and classroom/laboratory teaching in the curriculum. We seek an enthusiastic and resourceful Administrative Assistant who will provide high-level support to the Department Chair and Administrative Manager in all aspects of administrative responsibilities, as well as represent the Department Chair's office to internal and external audiences. Responsibilities include:
- Handle numerous personal contacts: answer inquiries, gather information with discretion and a wide variety/depth of knowledge of departmental operations. Screen calls, make appointments, coordinate all detail of complex meetings, seminars and events. Compose letters/memos, open mail daily and organize files.
- Manage a dynamic and complex calendar. Notify appropriate individuals of Department Chair's schedule and availability, as well as anticipate the needs of meetings and events.
- Prepare and coordinate complex travel arrangements and trip itineraries both national/international. Ensure appropriate financial reimbursement for the Chair and visitors to the departments.
- Manage/oversee the storage and distribution of departmental keys using a college-wide database.
- Work in coordination with College Visitor and International Relations Manager regarding foreign visitors, appointments and visa issues. Responsible for tracking visa status of alien appointments. In coordination with above manager, prepare necessary forms for individuals applying for new and/or extension of visas.
- Primary contact for the Veterinary Research Tower (VRT) curtain wall replacement project and the renovation of the 6th and 7th floors of the VRT.
- Maintain and update department website and listings.
- Manage all aspects of dossier preparation for Department Chair and faculty. Oversee and manage preparations of all faculty dossiers (tenure track, reappointments, and promotions) in the department.
- Manage the Stem Cell Program including coordination of monthly seminars, budgeting, annual symposium/retreat, marketing/communications, travel/seed funding grants, and NYSTEM training grant.
- Provide support for research and teaching activities as the manager for controlled substances, including ordering controlled substances, maintaining records and inventory, disposing of expired and unused inventory, and license renewals.
- Serve as Dept Manager's back-up approver of Kronos timecards.
- Provide support with grant proposals, manuscripts, presentations and protocols.
- Manage special projects; track project timelines and ensure deadlines are met.
- Manage annual performance dialogues for all faculty. Prepare materials for Department Chairs review prior to meeting with individual faculty members.
- Develop and maintain excellent working relationships using tact and diplomacy.
- Handle special projects for Chair and/or Manager using independent judgement and decision making.
- Assist with a variety of tasks and projects as needed.
Our ideal candidate should possess an extremely positive attitude, can think critically and proactively, is detailed oriented and can provide excellent customer service, as well as handle multiple projects concurrently. The Administrative Assistant must work independently, use excellent judgment while setting priorities, take appropriate initiative, and handle sensitive/confidential conversations and correspondence. Need to be thorough, able to work well under pressure while managing multiple department projects/tasks (both short and long term) at the same time. Needs to be flexible, creative in finding solutions, able to follow directions and anticipate the needs of the Chair and Admin Manager. Needs to demonstrate a creative and innovating approach to new projects and can quickly adapt to changing priorities with little direction as well as being able to network with a wide variety of individuals, both within and outside of the University.
Associates degree with 4-6 years of executive level administrative experience or equivalent combination of education and experience. Proficiency with a variety of computer programs with demonstrated ability to utilize an array of software programs. Superior written, verbal and interpersonal skills; excellent planning, coordination and organization skills. Ability to work independently and to respond quickly and effectively to multiple assignments and conflicting priorities and situations. Demonstrate the ability to exercise sound judgment, initiative, and respect highly confidential information. Must be diplomatic and tactful and must be able to present a formal and professional demeanor. Needs to exercise professionalism and diplomacy when representing the Department Chair in interactions with individuals in a variety of positions. Experience with calendaring and project management.
Experience working in an academic setting preferred. Medical terminology and basic knowledge of essential components of scientific writing preferred. Experience with building strong working relationships in a liaison role within the College and University. Proficient in Windows, MS Word, MS Outlook, EndNote, Excel, PowerPoint, FileMaker Pro, Adobe Acrobat, Adobe Photoshop, Adobe Contribute, InDesign, HTML programming and Dreamweaver. Aptitude and willingness to learn additional operating systems and software packages.
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As a note Visa sponsorship is not available for this position.
Relocation assistance will not be provided for this position.
University Job Title:Administrative Asst V
Pay Rate Type:Hourly
Contact Name:Sonja Baylor
Number of Openings:1
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.2017-02-09-08:00