Administrative Assistant, CALS Dean's Office Leadership

About the College of Agriculture and Life Sciences

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 CALS Dean's Office is seeking an exceptional Administrative Assistant who thrives in a service-oriented environment and enjoys supporting leaders whose work shapes the operations and success of the college.

This role is central to ensuring the smooth functioning of the Finance & Administration leadership team and plays a key part in supporting the Associate Dean for Finance & Administration (AD F&A), the Senior Budget Director, and-at times-the Associate Dean for Research & Innovation and broader Dean's Office staff. If you are a proactive professional who excels at managing complex calendars, coordinating logistics, navigating sensitive information, and keeping many moving pieces aligned, we'd love to meet you.

As the Administrative Assistant for CALS Dean's Office Leadership, you will provide high-level, executive-level support, including:

Primary Finance & Administration Support

• Serve as the key administrative partner to the AD F&A and Senior Budget Director, managing detailed calendars, high-volume correspondence, and shifting priorities with confidence and discretion.
• Act as a trusted gatekeeper by exercising sound judgment in handling inquiries, drafting correspondence, and determining appropriate follow-up actions.
• Track and coordinate information related to HR, Facilities, IT, and Budget & Finance, ensuring the AD F&A is prepared with agendas, materials, and context.
• Prepare agendas, attend meetings, and produce accurate minutes for leadership groups, administrative directors, managers, and ad hoc committees.
• Coordinate daily activities, schedule changes, meeting logistics, room reservations, and event support-often involving confidential or time-sensitive matters.
• Support Finance & Administration units with research, report preparation, and data tracking using systems such as Smartsheet, Concur, CTS, and I Want Docs (training provided).
• Manage travel arrangements and reimbursements for multiple leaders, ensuring alignment with university policies.
• Provide administrative support for hiring processes within Finance & Administration, including applicant communication and scheduling interviews.
• Maintain lists, directories, phone routing, facility access (e.g., keys, nameplates), and signage for Roberts Hall.
• Oversee key operational services including copier contracts, water delivery, shredding services, and conference room reservations.

Research & Innovation Support

• Assist the Associate Dean for Research & Innovation with calendar coordination, meeting polls, event logistics, and travel arrangements.
• Prepare briefing materials, ensuring leaders have all necessary background information and documentation.
• Support award letter distribution and project coordination for key college initiatives.
• Process reimbursements and maintain consistent calendar entries following established guidelines.

Dean's Office Collaborative Support

• Provide back-up support for the broader Dean's Office, including phone/Zoom coverage, reception, supply ordering, and general administrative needs.
• Coordinate with administrative colleagues to ensure consistent processes and effective communication across the office.
• Assist in maintaining smooth daily operations, including lunch and out-of-office coverage rotations.
• If you enjoy being a trusted partner to leadership, excel at managing complexity, and are energized by supporting people who move large initiatives forward, we encourage you to apply with your resume and cover letter! Your organizational skills and steady presence will help CALS continue to advance its mission of creating knowledge, improving lives, and shaping a sustainable future.

Required Qualifications

• Associate's degree with 4-6 years of relevant professional experience, or an equivalent combination of education and related experience.
• Superior skills related to calendaring, meeting preparation and follow-up.
• Prior experience with Microsoft Outlook, Word, Excel, and Power Point.
• Ability to interact effectively and diplomatically with a wide array of constituents.
• A self-motivated, independent thinker in the context of working in a team environment.
• Position requires superior oral and written communication skills.
• Ability to maintain a high level of confidentiality.
• Must be able to demonstrate the initiative in developing and managing new approaches to things.
• Must have the ability to multi-task, Balance conflicting priorities, and make decisions from a range of choices.
• Solid execution skills with proven skills in project management and coordination.
• Able to work quickly and effectively under pressure, use judgment in accomplishing tasks that are urgent.
• Experience incorporating the perspectives of multiple communities.

Preferred Qualifications

• Bachelor's Degree; more than five years' experience in an upper-level academic setting.
• Experience with University systems such as Concur, e-Shop, I Want Docs, Workday, Smartsheet, One Note and other reporting systems.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement. Employees typically perform this role remotely 2 days per week and on-site 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, 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 for Working at Cornell:Total Rewards | Working at Cornell.

Visa sponsorship is not available for this position.

Relocation assistance is not available for this position.

Cornell is an equal opportunity employer. For more information click here.

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