HR Administrative Assistant (Hybrid)

About The Office of the Vice President for Research and Innovation (OVPRI)

The Office of the Vice President for Research and Innovation (OVPRI) creates an environment that unifies and advances Cornell's scholarship, research, and discovery through state-of -the-art core facilities, domain expertise, and partnership to enable innovation and impact. We leverage external funding and partnerships, enable interdisciplinary research, and ensure regulatory compliance. We collaborate to successfully translate and commercialize research through companies, startups, and entrepreneurship. OVPRI is committed to the goal of inclusive excellence. Administrators, faculty, and staff are expected to contribute actively to fostering an academic workplace climate that is welcoming, supportive and creates a sense of belonging for all.

Research & Innovation is a cross-campus division with a university-wide scope that encompasses the Ithaca campus, Cornell Tech and Weill Cornell Medicine in NYC, and significant externally facing activities. The Vice President and staff of the OVPRI frequently interface with senior leaders from New York State, including the Governor's Office, federal agencies, peer institutions, and private industry.

The Opportunity

OVPRI seeks an HR Administrative Assistant! In a team and service-oriented environment, the HR Administrative Assistant will create and prioritize a welcoming, engaging climate while working to manage the complex administrative needs of the Research & Innovation Human Resources team.

The position will exercise a high degree of confidentiality, initiative, and judgment while providing administrative support to the R&I HR Leadership team, as well as all members within the R&I HR Office.

Administrative Support

Responsibilities include:

• Addressing general inquiries.
• Creating and maintaining documents, FAQs, and templates.
• Updating contact lists and organizational charts.
• Coordinating meetings, managing Zoom sessions.
• Generating employment status reports.
• Tracking completion by R&I employees of required trainings; tracking records retention.
• Assisting with HR projects and OVPRI events.
• Collaborating with HR team members and maintaining organized HR files.

Recruiting Support

Responsibilities include:

• Coordinating interview logistics, arranging travel and handling reimbursements for candidates, scheduling interviews, and managing multiple calendars.
• Communicating with candidates to confirm interview details and gather necessary information.
• Setting up and providing technical support for Zoom meetings and serving as a concierge for visiting candidates, ensuring their transportation needs are met and managing their interview schedules.

Payroll Processing and Management

This role involves supporting R&I departments and unit administrators in:

• The interpretation and implementation of federal and state labor laws, as well as Cornell policies and contracts related to payroll.
• Running Workday Time Tracking reports to ensure payroll completeness.
• Collaborating with University Payroll/HRIS to improve processes, and addressing critical errors to ensure accurate and timely payroll.

Student Employment

Responsibilities include:

• Processing employment actions for undergraduate and graduate students
• Advising hiring managers on classifying student positions, and ensuring appropriate pay.
• Posting student positions.
• Serving as a point of contact for student employment representatives.
• Troubleshooting issues with student appointments.

Currently, core work hours for the HR Administrative Assistant are Monday through Friday, between 8:30 AM and 5:00 PM, with flexibility on exact start and end times. This position is eligible for a hybrid work arrangement. Your hybrid arrangement will be determined by your supervisor. Core hours are subject to change based on business needs.

Success Factors

You are considered a strong candidate if you demonstrate:

• Adaptability: You handle changing priorities and fast-paced environments with ease and calm.
• Strong Organizational Skills: You are highly organized, capable of managing tasks and ensuring nothing falls through the cracks.
• Being Proactive: You take initiative to solve problems independently, while not being afraid to questions.
• Communication and Openness to Feedback: You are an excellent communicator, receptive to feedback, and engage in productive dialogue.

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 at least 2 years of experience providing high-level administrative support in a fast-paced, team-centric environment.
• Demonstrated proficiency in Microsoft Office, MS Outlook, PowerPoint, MS Excel, database management tools, professional communications tools, etc.
• Effective written and verbal communication skills and attention to detail.
• Organizational and time-management skills and capacity to handle competing priorities and interruptions.
• Proven ability and experience to manage administrative projects.
• Ability to manage travel itineraries, including booking flights, hotels, and rental cars, while ensuring all travel policies are followed.
• Ability to handle matters with discretion, a high degree of confidentiality, excellent judgment, tact, and diplomacy.
• Positive attitude, strong customer service skills, and the ability to work well under pressure and foster excellent working relationships with team members and customers
• Must have the ability to independently solve problems.
• Ability to process information with high levels of accuracy.
• Demonstrated experience to coordinate events and meetings.
• 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.

If you have all those things, great! We have a few more things that we would prefer you to have, but it's ok if you don't.

• Proficiency in Cornell University systems, particularly procurement and travel processes.
• Experience in, or interest in, human resources.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement, agreed upon between you and your supervisor. 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 is available for this position.

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

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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.