Hybrid Administrative Assistant III

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Hybrid Administrative Assistant III

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About the Department of Entomology

The Department of Entomology has a threefold mission: to study insect biology, offer comprehensive undergraduate and graduate programs, and educate the public about arthropod-related issues. The department is staffed by 27 faculty and senior academics in Ithaca and 7 at the Geneva campus.

For more information about the Department of Entomology, please click here.

The Opportunity

This position plays an integral role in advancing the research, extension and outreach efforts of the Department by providing critical administrative, organizational and transactional support. Key responsibilities include assisting faculty with accounting , reimbursements, and travel requests, facilitating departmental purchases, enhancing social media communications and assisting in the planning and execution of Insectapalooza, the Department's largest outreach effort.

Key Responsibilities

• Provide broad administrative, organizational, and clerical support to the department under very general supervision.
• Coordinate and compile appropriate information to process accounting requests, including procurement card information, travel documentation, travel advances, and requests for reimbursements, in accordance with CALS SCC regulations and processes.
• Review all requests and receipts to confirm if they are allowable, allocable, and reasonable.
• Monitor and review expenditures to ensure that the appropriate grant accounts are charged.
• Monitor course teaching allocations and ensure funds are spent appropriately and within budget.
• Handle interdepartmental billing responsibilities.
• Assist academic staff with the preparation of travel reimbursements via CONCUR on-line travel system and other financial transactions for academic and non-academic staff.
• Enhance department efforts in reaching clientele and measuring impact and progress in meeting stakeholder needs.
• Assist in planning and execution of Insectapalooza, the department's largest annual outreach effort.
• Maintain department website and social media sites.
• Facilitate department purchases utilizing the University eSHOP and procurement card system.
• Maintain department office supply stock room.
• Maintain all department lists, databases, and directories.
• Serve as telecom coordinator (RingCentral phone and port activation) and copier coordinator.
• Provide backup support for other administrative staff in the department.

What We Need:

A cover letter and resume are required for further consideration for this position.

• Formal training beyond a high school diploma of 6 months to one year is required.
• 1-2 years of experience in an office setting is preferred.
• Strong PC and MS Office skills are required.
• Excellent customer service skills with a demonstrated ability to serve and communicate effectively with a broad range of people, even under pressure with many interruptions.
• Attention to detail and organizational skills are critical.
• Effective problem-solving abilities, creativity, and the capability to work independently while supporting a team of professionals.
• Adaptability to changing priorities, situations, and demands, and flexibility and receptiveness to new ideas and approaches.
• Ability to work quickly and effectively under pressure, exercise judgment in urgent or sensitive tasks, balance conflicting priorities, and make decisions while adhering to proper policies and procedures.
• Demonstrated history of reliability and maintaining confidentiality.
• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and well-being.
• 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.

• Associate's degree is preferred, and prior administrative experience in an academic setting is helpful.
• Experience with Cornell policies and procedures in the areas of procurement, accounting, and accounts payable is preferred.
• Experience with website development, blogs, social media, and computer applications such as MS Excel, MS Word, MS Outlook (email and calendar), Adobe, etc., is preferred.
• Knowledge of Cornell online systems including Kuali, Webfinancials, eShop, CONCUR travel system, and Cornell website/blog platforms is preferred.
• An additional year of accounting and financial experience is preferred.

Rewards and Benefits

• This position is located in Ithaca, New York. The position will allow for the flexibility to work remotely 2 days per week at a location of employee's choosing within the United States.
• The New York Convenience of employer guidelines require New York State individual tax reporting and withholdings for this position. Additional individual state income tax filings may also be required if working temporarily outside New York State.
• 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:
• Follow this link to learn more about the Total Rewards of 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.
• 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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