"Administrative Services Coordinator"

About the Cornell University Office of the University Registrar

The Cornell University Office of the University Registrar (OUR) implements and monitors many academic and administrative policies in coordination with academic units, departments, colleges, and schools to facilitate faculty teaching and student learning. The Office of the University Registrar acts as the steward of academic and student information and champions the constant renewal of student information systems, adapts operations to changing academic needs, federal, state, and institution policies, and evaluates administrative processes for services improvements.

About the Cornell University Office of Enrollment Compliance & Design

The Office of Enrollment Compliance & Design (OECD) coordinates with administrative and academic units, departments, colleges, and schools to facilitate compliant and student-centered processes, procedures, and controls to support our work as stewards of academic, financial, and student information. The Office connects teams focused on policy development, quality assurance, and project and process management to identify and prioritize risks and initiate and facilitate projects and programs to improve institutional administrative capability.

The Opportunity

Cornell University’s Office of the University Registrar (OUR) and the Office of Enrollment Compliance & Design (OECD) invite applications for a detail-oriented, collaborative, and service-driven Administrative Services Coordinator. This role provides comprehensive administrative, operational, and financial support to two highly visible enrollment offices that serve as stewards of academic, financial, and student information across the University.

The Administrative Services Coordinator plays a crucial role in ensuring smooth, efficient, and professional operations within OUR and OECD. In this highly collaborative position, you will support financial processes, procurement, facilities coordination, administrative operations, and executive support for leadership teams. Your work will help maintain compliance, improve administrative systems, ensure exceptional service, and strengthen partnerships across the University.

Key Responsibilities:

Financial-

• Serve as a liaison to the Shared Services Center.
• Monitor, approve, and reconcile departmental expenditures and accounts.
• Oversee deposits, vouchers, purchase orders, and monthly budget reviews.
• Ensure adherence to travel, budget, and billing policies.
• Work with vendors and accounting staff to resolve billing matters.

Procurement-

• Coordinate supply inventory, including transcript and office materials.
• Coordinate equipment orders-computers, printers, furnishings, and capital equipment.
• Maintain equipment leases, insurance records, and inventories.
• Handle purchase orders, invoice reconciliation, and p-card compliance.

Facilities Coordination-

• Coordinate repairs, maintenance, and office projects.
• Serve as point of contact for building access, equipment issues, and work orders.
• Maintain equipment and key inventories.

Operations Support-

• Triage phone inquiries and respond to email via ticketing systems.
• Serve as telecommunications coordinator.
• Coordinate printed materials and office events (meetings, retreats, training).
• Track project deliverables and milestones across OUR and OECD.

Administrative Support-

• Coordinating calendars and meetings on behalf of departmental leadership
• Support leadership teams and handle confidential information with discretion.
• Prepare agendas, minutes, reports, and presentations.
• Strengthen partnerships with departments and external entities.
• Oversee office procedures, documentation, and administrative standards.
• Assist with travel planning, onboarding, HR searches, and policy documentation.
• Maintain professional memberships (e.g., AACRAO).
• Independently draft correspondence and ensure timely task follow-through.

Additional Support & Team Engagement-

• Participate in cross-department projects and initiatives.
• Provide process improvement recommendations.
• Engage in ongoing development, feedback, and training.
• Support other duties as assigned to advance divisional and university goals.

If you are a detail-oriented, organized, and resourceful administrative professional who thrives in a dynamic environment, enjoys improving processes, and values contributing to a mission-driven team, we encourage you to apply with your resume and cover letter!

What We Need

• Associate’s degree and at least 2 years relevant experience or equivalent combination of education and experience in an administrative office setting.
• Willingness to learn and adapt, and to proactively expand knowledge of existing and new technology solutions.
• Honesty, integrity, and the ability to maintain a high degree of confidentiality while working with students, staff, and financial records, as well as sensitive HR matters.
• Demonstrated high level of professionalism, organizational skills, and attention to detail.
• Proven ability to prioritize and coordinate multiple tasks in a fast-paced environment.
• Strong interpersonal skills to collaborate effectively within a team, share knowledge, and contribute positively to team goals.
• Exemplary communication skills, both written and verbal, with the ability to liaise with diverse stakeholders.
• Proficiency in using MS Office, Adobe, web content tools, and other digital tools relevant to administrative and communication functions.
• 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

• Knowledge of Cornell’s procurement, administrative policies, and other university systems such as Ring Central.
• Experience working with students or in a service-oriented role within a higher education setting is an asset.

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 90 days, the successful candidate will be expected to work 4 days onsite and 1 day remotely. After that time, employees typically perform this role on-campus 3 days per week and 2 days remotely per week.
• There is no relocation assistance available for this position.
• There is no visa sponsorship available for this position.

University Job Title:

Administrative Asst IV

Job Family: Administration

Level: D

Pay Rate Type: Hourly

Pay Range: $26.41 - $30.69