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CVM OHR Administrative Assistant

About The College of Veterinary Medicine Office of Human Resources

The College of Veterinary Medicine (CVM) Office of Human Resources (OHR) partners closely with academic leaders, faculty, people leaders, and staff across the college to strategically support the mission of advancing animal and human health. As a team, we value customer service, community engagement and inclusion, and collaboration. We strive to deliver a positive and customer focused impact on staff recruitment and onboarding, the staff and faculty experience across CVM, performance management strategies, policy interpretation and application, enhancing workplace culture, strategic change management, and much more. CVM HR seeks to attract, develop, and retain the best talent by fostering a culture of excellence, innovation, and inclusion, and supporting leaders in driving performance and positive engagement for our staff and faculty.

The Opportunity

At the College of Veterinary Medicine (CVM) HR Office, we are dedicated to fostering an inclusive community that celebrates and supports our staff. We believe that our people are our greatest asset, and we are committed to creating an environment where everyone can thrive. If you are passionate about providing exceptional administrative support and contributing to meaningful community events, we invite you to apply for the position of Administrative Assistant.

As an Administrative Assistant in our CVM HR Office, you will be a key partner in ensuring the smooth operation of our team. You will independently manage complex administrative tasks while creating a welcoming and engaging climate. This role requires a high degree of confidentiality, initiative, adaptability, and judgment as you provide critical support to the HR Director, HR Business Partners, and the entire CVM HR team.

Key Responsibilities

• Trusted Administrative Partner: Deliver high-level administrative and organizational support, demonstrating sound judgment, exemplary interpersonal skills, and discretion. Establish and maintain effective communication channels with department, college, and university administrators, staff, and faculty. Coordinate multiple executive-level calendars, and ensure that the CVM HR team is prepared for all meetings and presentations.
• Confidentiality and Discretion: Manage highly sensitive and confidential materials with the utmost discretion, requiring initiative, judgment, and a deep understanding of the HR landscape.
• Director's Calendar Management: Oversee the Director's complex and dynamic calendar/schedule, ensuring seamless coordination of meetings, tasks, and follow-up action items. Proactively develop mechanisms to manage workflow and support the Director's needs.
• Event Planning and Management: Design, plan, and manage various college-wide events, collaborating with the Office of the Dean and CVM Staff Council. Manage all logistics, from room reservations to promotional materials, ensuring events run smoothly and professionally. Proactively and effectively collect and manage event data to ensure ability to report on metrics and collect feedback. Lead and partner in the creation of presentations, travel coordination, and promotional gifts as appropriate.
• Budget Management: Monitor and manage the CVM HR Office's budget, providing monthly updates to the Director and ensuring compliance with financial policies and procedures. Make purchases and manage the office inventory system.
• Front Office Support: With minimal guidance, serve as the first point of contact for the CVM HR Office, managing client traffic, answering inquiries, and providing excellent customer service. Coordinate various office services and maintain procedure manuals. Coordinate group events, interview schedules, staff meetings. Maintain and coordinate business service needs such as shredding, water service, and copier service.

Based on CVM's business needs and events, some overtime, evenings, and weekends may be required.

At CVM, you will be part of a dynamic and supportive team that values your contributions. We offer opportunities for professional growth and development, a collaborative work environment, and the chance to make a meaningful impact on our community through our overarching mission to "...improve the health and well-being of animals and people." If you are ready to take on this exciting challenge and contribute to a positive and engaging workplace, we encourage you to apply with your resume and cover letter.

What We Need

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

Education:

• Associate's degree with 4-6 years of progressively responsible high-level relevant administrative and/or event management experience, or an equivalent combination of education and relevant experience.

Experience:

• Exceptional Proactivity: Demonstrated ability to anticipate needs and take initiative, effectively managing tasks and projects with minimal supervision.

• Initiative and Creative Problem-Solving: Strong aptitude for generating innovative solutions and ideas, contributing to strategic planning and operational efficiency. Creatively approach and solve problems, using sound judgement and discretion.

• Event Support: Demonstrated experience in planning, organizing, and executing events, with a proven ability to handle logistics, coordinate with multiple stakeholders, and manage event-related tasks from conception to completion.

• Organizational Excellence: Proven track record in handling multiple priorities, managing complex schedules, and coordinating detailed projects/events with precision. Switch priorities on a moment's notice and meet deadlines with a large scope of impact.

• Demonstrated affinity for technology and data: Strong analytical skills with a high degree of attention to detail. Proven experience in MS Office, Microsoft Outlook, and utilization of web technologies: e.g., fluent with word processing, strong knowledge of database management, communications, scheduling, spreadsheet capabilities, along with an interest for continuous learning to remain current with software and other advances that may promote administrative efficiencies.

• Strong communication: Effectively interact with staff, university partners, and external vendors, in writing and verbally. We also need strong interpersonal skills, to develop and maintain collaborative working relationships at all levels across the college and university.

• Strong service orientation: Ability to anticipate and diplomatically resolve issues by using remarkable customer service skills, ensuring anyone accessing services feels welcomed and valued. Possess the ability to create and maintain a professional atmosphere in busy office setting, working well within a team of professionals to support the College and its mission. Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.

• Adaptability: Flexibility and resilience in a dynamic environment, capable of handling unexpected changes and challenges with poise.

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.

• Knowledge and expertise with Cornell University policies, human resource/payroll, and other administrative systems, including Workday, Concur and Kuali.

• Notary public, or eligibility to become a notary highly desired.

Rewards and Benefits

• This position is primarily on-campus (at least 4 days) with some possible remote work, to be mutually determined with your supervisor after the initial training and onboarding period. The selected candidate will have a 90-day training and onboarding period, and during that time, the expectation is that the individual will work fully on-site. After this time, and at the discretion of the hiring manager and business needs, employees typically perform this role remotely 1 day per week and on-campus 4 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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Non-Union Positions

Noted pay ranges reflect the potential pay opportunity for each job profile. The hiring rate of pay for the successful candidate will be determined considering the following criteria:

• Prior relevant work or industry experience
• Education level to the extent education is relevant to the position
• Unique applicable skills
• Academic Discipline

To learn more about Cornell's non-union staff job titles and pay ranges, see Career Navigator.

Union Positions

The hiring rate of pay for the successful candidate will be determined in accordance with the rates in the respective collective bargaining agreement. To learn more about Cornell's union wages, see Union Pay Rates.

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For general questions about the position or the application process, please contact the Recruiter listed in the job posting or email mycareer@cornell.edu.

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Applicants that do not have internet access are encouraged to visit your local library, or local Department of Labor. You may also request an appointment to use a dedicated workstation in the Office of Talent Attraction and Recruitment, at the Ithaca campus, by emailing mycareer@cornell.edu.

Notice to Applicants:

Please read the required Notice to Applicants statement by clicking here. This notice contains important information about applying for a position at Cornell as well as some of your rights and responsibilities as an applicant.

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.

EEO Statement: Diversity and Inclusion are a part of Cornell University’s heritage. We are a recognized employer and educator valuing AA/EEO, Protected Veterans and Individuals with Disabilities. Cornell University is an innovative Ivy League university and a great place to work. Our inclusive community of scholars, students, and staff impart an uncommon sense of larger purpose, and contribute creative ideas to further the university's mission of teaching, discovery, and engagement.

Minimum Salary: 31200.00 Maximum Salary: 31200.00 Salary Unit: Yearly