Administrative Assistant, CALS Senior Associate Dean’s Office

About The College of Agriculture and Life Sciences (CALS)

The College of Agriculture and Life Sciences (CALS) is a pioneer of purpose-driven science and Cornell University’s second largest college. We work across disciplines to tackle the challenges of our time through world-renowned research, education, and outreach. The questions we probe and the answers we seek focus on three overlapping concerns: We believe that achieving next-generation scientific breakthroughs requires an understanding of the world’s complex, interlocking systems. We believe that access to nutritious food and a healthy environment is a fundamental human right. We believe that ensuring a prosperous global future depends on the ability to support local people and communities everywhere. By working in and across multiple scientific areas, CALS can address challenges and opportunities of the greatest relevance, here in New York, across the nation, and around the world.

The Opportunity

The College of Agriculture and Life Sciences (CALS) at Cornell University is seeking a highly organized, proactive, and collaborative Administrative Assistant to support the Senior Associate Deans’ Office. This is an exciting opportunity to contribute to a mission-driven academic community that values service, innovation, and excellence.

In this pivotal role, you will provide high-level executive and organizational support, often involving sensitive and confidential matters, to two Senior Associate Deans, with primary responsibility for one. You’ll work closely with a dedicated administrative team, serving as a trusted partner, problem-solver, and ambassador for the Dean’s Office.

What You Will Do

Executive & Administrative Support

• Serve as the first point of contact for inquiries to the Senior Associate Deans from faculty, staff, and internal/external partners.
• Navigate a wide range of confidential and complex issues with discretion, tact, and sound judgment.
• Process, respond to, and prioritize electronic correspondence; independently draft responses and prepare briefing materials.
• Research and compile data on faculty searches, hires, promotions, sabbaticals, and departures; prepare reports for the Provost’s Office, Dean’s meetings, retreats, and special initiatives.
• Draft, edit, and proofread confidential correspondence, reports, presentations, and speeches.
• Support communications and policy development for CALS academic processes, including maintaining accurate website content.
• Ensure consistency across the Senior Associate Deans’ Office by using and maintaining shared templates, processes, and communications standards.

Scheduling, Meetings & Travel

• Coordinate complex calendars, coordinate meetings and events, and resolve scheduling conflicts for the Senior Associate Dean.
• Oversee travel arrangements and reimbursement processes.
• Organize and compile materials for recurring events and annual activities, including New Faculty Orientation.

Provide faculty Appointment and Promotion Support

• Coordinate college-level reviews for professorial and non-professorial academic appointments, promotions, and reappointments.
• Coordinate confidential dossier distribution through Cornell Drop Box, track review progress, and ensure timely communication with departments, CALS-HR, and university partners.
• Support the nomination process for endowed and named faculty positions.
• Act as a knowledgeable resource on CALS policies and academic processes for departments and colleagues across the university.

External Relations & Additional Responsibilities

• Serve as liaison to university executives, committees, and offices such as Finance and Administration, Human Resources, Alumni Affairs & Development, and the Center for Technology Licensing.
• Support special committees and projects assigned by the Senior Associate Deans.
• Maintain office operations including office supply maintenance.
• Assistance with special events.

If you are a highly organized, resourceful professional with a knack for professional writing and juggling multiple priorities with calm and clarity, we encourage you to apply with your resume and cover letter!

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.

• Associate's degree with 4 to 6 years of relevant professional work experience or an equivalent combination of education and relevant professional work experience.
• Excellent oral and written communication skills.
• Ability to maintain an elevated level of confidentiality.
• Ability to interact effectively and easily with the Senior Associate Deans and with the other Administrative Assistants.
• Demonstrated experience as an independent thinker who is self-motivated.
• Prior knowledge of Cornell policies and procedures.
• Ability to conduct a diverse set of tasks, respond to inquiries, and problem-solve with poise, confidence, and independence within a team-based environment.
• Proven skills in project management and coordination.
• Ability to work quickly and effectively under pressure, use prudent judgment in accomplishing tasks that are urgent, balance conflicting priorities, and make decisions from a range of choices.
• Experience with Microsoft Word, Excel, and Outlook.
• Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.

It Would Be a Bonus if You Have Any of the Following

• Bachelor’s Degree.
• 5+ years’ experience in an upper-level academic setting.
• Prior experience with Smartsheets, Trello, Workday, Interfolio, and other workplace management software platforms.

Important Notes About Applying

• 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.
• This position is eligible for a hybrid work arrangement. For the first 30 days, the successful candidate will be expected to work fully on-site for onboarding and initial training. After that, employees typically perform this role on-campus 4 days per week and remotely 1 day per week.
• There is no relocation assistance available for this position.
• There is no visa sponsorship available for this position.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement. For the first 30 days, the successful candidate will be expected to work fully on-site for onboarding and initial training. After that, employees typically perform this role on-campus 4 days per week and remotely 1 day per week.
• Cornell receives national recognition as an award-winning workplace for our health, wellbeing, and sustainability.
• 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.

There is no relocation assistance available for this position.

There is no visa sponsorship available for this position.

University Job Title: Administrative Asst V

Job Family: Administration

Level: E

Pay Rate Type: Hourly

Pay Range: $29.45 - $33.82

Remote Option Availability: Hybrid

Company: Contract College