Temporary Administrative Assistant, Senior- R.F. Smith School of Chemical and Biomolecular Engineering

Temporary Administrative Assistant, Senior

The Temporary Administrative Assistant - Senior will provide central administrative support for the Robert Frederick Smith School of Chemical and Biomolecular Engineering at Cornell University, serving faculty, staff, students, and visitors. Reporting to the Assistant to the Directors, this role supports the daily operations of the main office reception area, ensuring smooth front office workflow and a high level of service to the departmental community. The position oversees 35 student workers supporting front office operations and is responsible for coordinating daily administrative functions and priorities.

In addition, this position provides complex administrative support to faculty across a range of academic and service activities. The incumbent works independently, exercises sound judgment in prioritizing competing demands and ensures accuracy and quality across all tasks. The role requires strong organizational skills, discretion in handling sensitive information, and the ability to proactively identify needs and support efficient departmental operations.

Essential Duties and Responsibilities

Main Office Coordination:

• Maintain a welcoming and professional main office environment, greeting and assisting faculty, staff, students, and visitors and providing general departmental information.
• Oversee 35 student workers supporting front office operations, including assigning work, coordinating schedules, providing training, and reviewing and approving timesheets and assigning work as appropriate.
• Provide front-line support for office operations, including answering and redirecting phone calls, responding to inquiries, booking conference rooms, coordinating basic technology troubleshooting, and managing equipment sign-outs (e.g., laptops, cameras, A/V equipment).
• Serve as primary departmental contact for external vendors and service providers, including coordinating copier maintenance requests and other routine service needs.
• Coordinate routine access and compliance processes, including processing door access requests and verifying completion of required safety trainings.
• Manage incoming and outgoing mail and packages, including sorting, routing, and recipient notifications; maintain basic mailing supplies (USPS, FedEx, UPS).
• Support office logistics including photocopying, faxing, preparation of presentation materials, and routine correspondence via word processing and email.
• Support upkeep of shared departmental spaces, including kitchen, lounge, and conference rooms, by monitoring cleanliness and ensuring spaces are presentable for use.

Faculty Administrative Support:

• Provide high-level administrative support to faculty across research, teaching, and service activities.
• Manage calendars, schedule meetings, and resolve scheduling conflicts.
• Coordinate travel arrangements, including booking travel, processing reimbursements and related expense reports (e.g., Concur).
• Support postdoctoral recruitment processes, including maintaining advertisements on Academic Jobs Online (AJO) and assisting with applicant tracking and updates throughout the recruitment process.
• Provide administrative support to departmental committees, including scheduling meetings, taking meeting minutes, preparing materials, and coordinating logistics as needed.
• Process professional expenses, including conference registrations and professional memberships.
• Process laboratory orders for research groups.
• Support coordination of faculty and departmental events or social functions as needed.

Important Notes for Applying:

• 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 full consideration.
• This position is located in Ithaca, New York and requires a fully on-site presence.
• There is no relocation assistance available for this position.
• There is no visa sponsorship available for this position.
• This role is Full Time, Benefits Eligible, 39 Hours Per Week @ $28.00 Hourly.

Required Qualifications:

• Formal training beyond a High School diploma and more than two years of relevant work experience.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Knowledge of modern office practices, including professional communication, telephone etiquette, and written correspondence.

Preferred Qualifications:

• Additional experience in a higher education setting.
• Ability to work both independently and collaboratively as a part of a team in a fast-paced, high-pressure environment where there are numerous interruptions and tasks to be done.
• Prior experience with compiling and analyzing ad hoc data reports.
• Prior experience with event coordination in a professional or academic setting.
• Excellent communication, customer service, and organizational skills.
• Detail oriented and possess excellent customer service skills.
• Ability to handle confidential information and materials.