Administrative Assistant, CAU, Alumni Travel and Alumni Wine Programs

About Cornell's Adult University, Cornell Alumni Travel, Alumni Wine Programs

Cornell's Adult University (CAU), Cornell Alumni Travel, Alumni Wine Programs by Cornell Alumni Affairs are revenue-generating engagement programs that seek to drive increasingly meaningful engagement with the alumni, family, and friend audience, as well as to maximize revenue generation on behalf of Alumni Affairs and Development (AAD). In that, these programs have a meaningful impact related to AAD's strategic vision and lead initiatives in support of the Cornell Alumni Engagement Strategic Plan.

The Opportunity

Are you a detail-oriented professional who thrives in a collaborative environment? Do you enjoy helping to create exceptional experiences through seamless coordination and communication? Join Cornell University's Alumni Affairs and Development team as an Administrative Assistant for Cornell's Adult University (CAU), Alumni Travel, and Alumni Wine Programs.

This dynamic position offers the opportunity to support Cornell alumni in exploring the world through educational travel, engaging in enriching on-campus experiences, and savoring alumni-made wines. Working under the guidance of the Director, you'll play a vital role in the logistics, communications, and operations that make these programs a success.

Key Responsibilities

• Program Coordination and Logistics:
  • Coordinate participant enrollment lists, registrations, and last-minute updates.
  • Process data, including updating constituent information in internal systems and generating guest and class lists for events and programs.
  • Format and distribute program materials for internal and external audiences.
  • Coordinate tour-related communications and ensure seamless participant experiences.

• Administrative Support and Communications:
  • Serve as the first point of contact for participant inquiries, delivering outstanding customer service by phone, zoom, and email.
  • Maintain and update alumni databases and prepare detailed documents and reports.
  • Facilitate communications and scheduling within the team.

• Event Planning and Support:
  • Assist in the planning and execution of events (in-person and virtual), including the annual 2-week on-campus CAU Summer program.
  • Accomplish a detailed administrative checklist of tasks including enrollment lists, coding, and survey delivery on deadline.
  • Handle logistics for in-person and virtual events, including setup and participant engagement. Add tours and events to internal calendars. Communicating faculty placement.

• Finance and Record-Keeping:
  • Maintain accurate financial records for payments and refunds.
  • Collaborate with the business office to ensure compliance with refund policies.

• Personal and Professional Development:
  • Participate in training and keep up with emerging technologies.
  • Participate in projects or other duties as assigned with occasional work responsibility falling above or below current classification.
  • Contribute ideas and recommendations to enhance program success.

Success Factors for the Role

• Attention to Detail: A commitment to accuracy in all aspects of program management.
• Time Management and Multitasking: The ability to balance multiple responsibilities and meet deadlines effectively.
• Exceptional Interpersonal Skills: A welcoming and professional demeanor that enhances alumni engagement.
• Team Collaboration and Communication: Proactive updates and coordination that foster strong working relationships.
• Adaptability and Problem-Solving: A calm and resourceful approach to handling last-minute challenges.
• Commitment to Cornell's Mission and Values: A successful Administrative Assistant understands and embraces the broader mission of Alumni Affairs and Development. By maintaining high standards of service and integrity, they contribute to fostering lifelong connections among Cornell alumni, enriching both the alumni experience and Cornell's community impact.

If you're a detailed and accurate professional that takes ownership of their work, who is passionate about delivering exceptional experiences, fostering connections, and contributing to Cornell's vibrant alumni community, we encourage you to apply with your resume and cover letter. This is more than a job-it's an opportunity to be part of something truly special. Submit your application today to become an integral part of the Cornell Alumni Affairs and Development team.

What We Need

All applications must include a resume and cover letter for full consideration.

• High School Diploma with 2-4 years of relevant experience, or an equivalent combination of education and professional experience.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Excellent customer service skills with strong verbal and written communication abilities.
• Ability to complete multiple projects and meet deadlines in a fast-paced environment with accuracy.
• Familiarity with scheduling, event planning and production, database management, and virtual meeting platforms (Zoom).
• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.
• Passionate about working in an organization that values and promotes diversity, equity, inclusion, anti-racism, and wellbeing.
• Ability to cultivate and develop inclusive and equitable working relationships with students, faculty, staff, and community members.
• Excellent interpersonal skills.
• Must be highly organized, detail oriented, and able to work according to rigorous long- and short-term deadlines.
• Able to work with and around extremely sensitive and confidential information utilizing appropriate discretion and maturity.
• Must be able to work with desktop applications, databases, networked informational systems, and the internet, for example, Canva, Box, Teams, and other applications.
• Ability to work nights and evenings as required related to 2-week annual on-campus program CAU Summer, as well as to assist with "all-hands-on-deck" events produced within the Engagement Initiatives team as a whole.
• Committed to taking initiative and approaching their work with integrity, even when working with a remote supervisor.

Preferred Qualifications

• Bachelor's Degree with experience in alumni relations, event coordination, or higher education administration.
• Prior experience with database systems, project management tools, and website updating software.
• Experience in travel planning or hospitality management.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement. Employees typically perform this role at AAD's downtown Ithaca office building minimally 2 days per week and remotely 3 days per week. The university reserves the right to modify, suspend, revoke, or terminate the hybrid work arrangement at any time.
• 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.