Office Coordinator, Offices of the President and Provost

About the Offices of the President and Provost

Cornell was founded as a place of radical openness to people and ideas: a truly American university, reflecting the aspirations of our young democracy in its ambition to be "an institution where any person can find instruction in any study." Cornell's ethos of open inquiry, respectful diversity, and academic excellence gives rise to a uniquely rich and productive culture of collaboration, cooperation, and community. With campuses in central New York and New York City, Cornell is truly a place to find excellence across and beyond disciplines. The Offices of the President and Provost support the initiatives and activities led by Cornell's President and Provost.

The Opportunity

The Cornell University Offices of the President and Provost are seeking a highly organized, proactive, and resourceful individual to join our team as an Office Coordinator. This pivotal role offers the opportunity to work at the heart of the university, supporting senior leadership and ensuring the smooth operation of a fast-paced, dynamic office environment. If you excel at creating welcoming spaces, managing complex administrative tasks, and fostering professional relationships, this may be the role for you.

As the Office Coordinator, you will report to the Executive Staff Assistant and work collaboratively with team members across the office. You will be the first point of contact for visitors and inquiries, coordinate daily front office operations, and provide critical support for events, correspondence, and scheduling. With responsibilities ranging from coordinating travel plans to assisting with high-profile university events, your work will directly contribute to the success of the university's leadership and its strategic goals. Key Responsibilities include:

Front Office Support

• Serve as the first point of contact, providing a welcoming and professional environment for visitors and callers. This includes providing information, redirecting, and acting as a gate keeper.
• Act as the primary liaison and coordinator for the front office, ensuring operational efficiency and coverage during business hours.
• Offer refreshments to guests and assist with directions on campus.
• Handle sensitive and challenging inquiries with discretion and professionalism. This includes keeping informed of university news and issues that might elicit calls or visits to the office.

Administrative Support

• Maintain and distribute highly confidential materials and communications.
• Serve as the liaison for hardcopy correspondence and mail, including preparation and distribution of items that cannot be distributed electronically. Coordinate closely with the Correspondence Manager on inbound and outbound communications.
• Provide administrative support to the President and Provost as needed.
• Track and submit lobbying activities to government entities as required.
• Monitor office and kitchen supplies, ensuring timely replenishment.

Special Event Support

• Assist in the planning and execution of high-profile events, including creating invitations, managing databases, and producing event materials.
• Provide on-site support for events as needed, ensuring seamless execution.

Scheduling Support

• Maintain the President's contacts database and coordinate activities related to the President's car and other logistical needs.
• Order refreshments for meetings, ensuring a smooth flow of daily schedules. This may include lunch coordination for folks in the office on occasion.

Financial Administrative Support

• Act as the primary liaison with the shared services center for financial processes.
• Process payments, record receipts, and support financial reconciliation efforts.

Other Duties

• Adapt to evolving priorities and contribute to other projects and initiatives as assigned.

Success Factors

• Initiative, exceptional organizational skills, and attention to detail.
• Good judgment and the ability to handle sensitive and confidential information with discretion.
• A welcoming and approachable demeanor with excellent interpersonal and communication skills.
• Ability to be flexible and adaptable when faced with changing priorities that require a pivot from the established plan.

If you are an administrative professional that is excited about an opportunity to support the Offices of the President and Provost and contribute to the impactful work of Cornell University, we encourage you to apply with your resume and cover letter. Be at the center of transformative initiatives and dynamic events that shape the university's future. Join a collaborative and inclusive team that values professionalism and innovation. Enjoy opportunities for professional growth and development in a supportive environment. We look forward to meeting you!

What We Need

All applications require a resume and cover letter for full consideration.

• Associate's degree and 2-4 years of relevant work experience, or a combined equivalency of education and professional experience.
• Excellent interpersonal, oral communication, and customer service skills. Ability to interact with individuals in a professional, diplomatic, and courteous manner even when dealing with callers and/or visitors who may be difficult or upset.
• Must be effective working as part of a high-functioning team in a fast-paced environment. A highly organized individual who has the proven ability to handle multiple competing priorities and to adapt to changing priorities, situations, and demands. Proven ability to work with confidential and sensitive information and material in a proactive and discreet manner.
• The position requires independent judgment, problem solving, and decision making in order to respond to constituents and represent the office in an effective and appropriate manner.
• Strong organization and attention to detail.
• Individual must also demonstrate advanced skills for Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook.

Rewards and Benefits

• This position is based in Ithaca, New York, and is fully on site on the main Ithaca campus.
• 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: https://hr.cornell.edu/benefits-pay.
• Follow this link to learn more about the Total Rewards of Working at Cornell: https://hr.cornell.edu/jobs/your-total-rewards.
• 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.
• 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.

No visa sponsorship or relocation assistance is available for this position.

Diversity and Inclusion are a part of Cornell University's heritage. We are a recognized employer and educator valuing AA/EEO, and we do not tolerate discrimination based on any protected characteristic, including race, ethnic or national origin, citizenship and immigration status, color, sex/gender, pregnancy or pregnancy-related conditions, age, creed, religion, actual or perceived disability (including persons associated with such a person), arrest and/or conviction record, military or veteran status, sexual orientation, gender expression and/or identity, an individual's genetic information, domestic violence victim status, familial status, marital status, or any other characteristic protected by applicable federal, state, or local law. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.

Cornell University embraces diversity and seeks candidates who will contribute to a climate that supports students, faculty, and staff to all identities and backgrounds. We strongly encourage individuals from underrepresented and/or marginalized identities to apply.

Familiarize yourself with Cornell's COVID-19 workplace guidance as well as the university's COVID-19 services and information.

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EEO Statement:

Diversity and Inclusion are a part of Cornell University's heritage. We are a recognized employer and educator valuing AA/EEO, and we do not tolerate discrimination based on any protected characteristic, including race, ethnic or national origin, citizenship and immigration status, color, sex/gender, pregnancy or pregnancy-related conditions, age, creed, religion, actual or perceived disability (including persons associated with such a person), arrest and/or conviction record, military or veteran status, sexual orientation, gender expression and/or identity, an individual's genetic information, domestic violence victim status, familial status, marital status, or any other characteristic protected by applicable federal, state, or local law. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.

Cornell University embraces diversity and seeks candidates who will contribute to a climate that supports students, faculty, and staff to all identities and backgrounds. We encourage individuals from underrepresented and/or marginalized identities to apply.