Administrative Assistant IV - Office of the Dean

About The College of Architecture, Art, and Planning

The College of Architecture, Art, and Planning at Cornell University (Cornell AAP) includes the departments of Architecture, Art, City and Regional Planning, the Paul Rubacha Department of Real Estate, jointly led by AAP and the SC Johnson College of Business, the multicollege Department of Design Tech, and the Cornell Mui Ho Center for Cities. The college spans three locations in Ithaca, New York City, and Rome, Italy, each with world-class facilities and cutting-edge technologies.

Cornell AAP is about acts of transformation. We are committed to reimagining and reshaping the world in new ways, every day. A vital college at one of the nation's foremost research universities, Cornell AAP brings faculty, staff, and students together from around the world to take up some of today's most urgent challenges and advance research, inquiry, and collaborative approaches to designing, making, and doing that make a more just and resilient future.

The Opportunity

The Administrative Assistant will support the Office of the Dean by providing administrative and project assistance. Reporting to the Executive Staff Assistant, they will work closely with the Senior Associate Dean for Academic Affairs and the Associate Dean for Administration. Their role includes direct support to the Dean's leadership team.

Key Responsibilities

Administrative Support

• Provide calendar management for Senior Associate Dean for Academic Affairs and Associate Dean for Administration, prioritizing requests and scheduling meetings.
• Coordinate and prepare travel schedules, make travel arrangements, and process reimbursements for Associate Deans.
• Draft and manage routine and confidential correspondence, meeting minutes, reports, presentations, and spreadsheets.
• Organize and distribute critical documents while maintaining confidentiality and compliance with university policies.
• Maintain and organize records, databases, and information repositories.
• Support the development and revision of college policies.
• Assist with tenure and promotion reviews, faculty appointments, renewals, and dual career requests.
• Provide recruitment support for academic leadership positions, including coordinating candidate visits, travel, and itineraries.
• Organize and support faculty-related meetings, orientations, and mentoring sessions.
• Coordinate faculty performance review processes.
• Handle highly confidential materials related to faculty searches, hires, reappointments, and promotions.
• Assist in managing committee meetings, including agenda setting, minute-taking, and follow-up communications. Provide administrative support for the College Officers Group and People Leaders meetings.
• Coordinate processes for Dean's Professional Development Funding and Emeritus Funding.
• Support to the Executive Staff Assistant

Event Planning and Coordination

• Plan and execute meetings, special events, retreats, and training sessions, including scheduling, logistics, and material preparation.
• Organize high-profile events involving faculty, administrators, alumni, donors, and students.
• Manage event logistics such as venue booking, catering, invitations, RSVPs, and promotional coordination.

What We Need

A resume and cover letter are required for further consideration.

• Associate's degree and at least two years of relevant experience, or an equivalent combination of education and experience.
• Proficiency in Outlook email and calendar management, as well as Microsoft Office Suite.
• Strong interpersonal, written, and verbal communication skills, including proofreading, editing, and taking meeting minutes.
• Experience in event planning and coordination, as well as preparing complex travel itineraries.
• Ability to handle highly sensitive information with tact, diplomacy, and strict confidentiality.
• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.
• Ability to cultivate and develop inclusive and equitable working relationships with students, faculty, staff, and community members.

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.

• Experience providing administrative support to faculty or academic leaders.
• Experience using website content management systems (e.g., Drupal), listserv management tools (e.g., Lyris), and database management programs (e.g., Airtable, Smartsheet, or FileMaker).
• Familiarity with Cornell University's travel and reimbursement processes, as well as payment request systems.
• Knowledge of the eShop purchasing system

This is a full-time (39 hours/week) endowed position that is based in Ithaca, NY and fully on-site. Core hours are Monday through Friday, 8:00 AM to 4:30 PM, with flexibility as needed. The final schedule will be established in collaboration with the supervisor.

Rewards and Benefits

• 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: Understand Your Benefits | Working at Cornell.
• 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. To offer greater flexibility for observing faiths and traditions we also offer two additional floating holidays. Learn more about our generous leave provisions: Holiday and Accrued Time Off | Working at Cornell
• 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. Learn more about our extensive educational benefits: Education Benefits | Working at Cornell
• Follow this link to learn more about the Total Rewards of Working at Cornell: Total Rewards | Working at Cornell.

Visa Sponsorship is not available for this position.

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Minimum Salary: 34320.00 Maximum Salary: 34320.00 Salary Unit: Yearly