Executive Staff Assistant to the Dean of AAP
Executive Staff Assistant to the Dean of AAP
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Job Description
About the College of Architecture Art and Planning
Cornell AAP is about acts of transformation. We are committed to reimagining and reshaping the world in new ways every day. A vital college at one of the nations foremost research universities Cornell AAP brings faculty staff and students together from around the world to take up some of todays most urgent challenges and advance research inquiry and collaborative approaches to designing making and doing that make a more just and resilient future.
The Opportunity
Are you an organized collaborative and proactive professional who thrives in a fast-paced mission-driven environment The College of Architecture Art and Planning (AAP) at Cornell University invites applications for an Executive Administrative Assistant to join our dynamic community and support the work of the Dean.
This is an exciting opportunity for a strategic service-oriented leader to provide direct executive support to the Dean manage the day-to-day operations of the Deans Office and supervise the other assistants in the office. This position plays a pivotal role in advancing the priorities of the college by ensuring operational excellence supporting academic leadership and fostering meaningful connections across the university and beyond.
In this highly visible and impactful role your responsibilities will include:
- Executive Support of the Dean: Independently manage the Deans complex calendar organize frequent domestic and international travel coordinate meetings and strategic initiatives and serve as a trusted advisoranticipating needs solving problems and ensuring priorities are met. Act as the principal liaison on behalf of the Dean partner closely and build effective relationships with internal and external stakeholders to strengthen the Deans engagements and oversee adherence to university and college policies. Provide administrative support to the Deans standing committees; prepare meeting minutes and distribute track meeting action items and ensure action has been completed. Facilitate the Deans participation on major university committees national boards and associations. Lead special projects including managing high profile events major meetings programs and special functions on behalf of the Dean.
- Chief of Staff Duties: Serve as a primary point of contact and liaison to facilitate communication and collaboration among multiple units and constituents including faculty students staff alumni and constituents throughout Cornell and externally. This includes a close partnership with AAP Communications Alumni Affairs & Development AAP Operations teams academic departments and the Provosts Office. Supervise and mentor administrative staff within the Deans Office directing administrative support for the Senior Associate and Associate Deans. People leadership duties include scheduling addressing performance fostering growth and development orchestrating training and coordinating work responsibilities. Lead executive-level communications committee coordination and college-wide engagement efforts. Champion best practices and promote a culture of excellence teamwork and continuous improvement. Co-supervise (with the Assistant Dean for Communications) the AAP Events & Exhibitions Coordinator.
- Manage Academic Personnel Processes: Partner with HR and academic leadership to coordinate academic appointments promotions reviews retirements and leavesensuring timely policy-aligned actions. This requires thorough understanding of the processes policies and relationships involved while capturing all relevant details to ensure timely and accurate approval and documentation.
- Exceptional Internal and External Communications: On behalf of the Dean read and analyze internal and external information (e.g. memos mail and reports) to determine significance; perform additional research and analysis as needed; draft responses for Dean or redirect to appropriate individuals; and track progress on responses. Compose correspondence reports and presentations on behalf of the Dean; use independent judgment to determine content and presentation by assessing purpose goals audience and potential impact. Manage communications related to special events. Handle confidential materials with discretion while building relationships across the university and with external partners alumni and donors. Exhibit exceptional professionalism and customer service skills ensuring that the office is consistently represented in a positive manner.
- Steward Resources: Partner with the AAP Office of Finance and Budget to monitor review and approve relevant expenditures as appropriate. Participate in projects with occasional work responsibility falling above or below current classification.
Success Factors Include:
- Exceptional organizational and time-management skills with the ability to navigate competing priorities with grace and clarity.
- Strong interpersonal and communication skills with a customer service mindset and the ability to build trusted relationships across a diverse set of stakeholders.
- Demonstrated leadership experience particularly in managing staff and coordinating complex administrative functions.
- Sound judgment discretion with confidential information and the ability to anticipate and solve problems proactively. Ability and confidence to work independently on behalf of the Dean.
- A commitment to excellence and the mission of higher education and creative scholarship.
- An understanding that the responsibilities in this role may require occasional additional and/or after hours and weekends.
At AAP we believe administrative professionals are critical partners in creating a thriving academic community. Youll have the opportunity to work with visionary leaders engaged students and committed faculty and staffall while supporting a college that values creativity and collaboration. In return we offer a supportive work environment access to Cornells outstanding benefits opportunities for professional development and growth and the chance to make a meaningful impact in the daily and long-term success of the College.
If you are a seasoned administrative professional and strong communicator who thrives in a rigorous collaborative environment we encourage you to take the next step in your career by applying with your resume and cover letter.
What We Need
- All applications require a cover letter and resume for full consideration.
- Associates degree with 5-7 years of related experience or equivalent combination of education and experience.
- Proficient in Microsoft Office suite particularly Outlook and Google Workspace.
- Ability to learn and adapt to multiple scheduling platforms.
- Leadership Skills for Success
- Staff Skills for Success
- Demonstrated ability to anticipate and diplomatically resolve issues using creative problem-solving skills and consistently employing exceptional customer service skills to ensure positive experiences with the Deans office for all constituents.
- The highest standards of attention to detail often creating/developing and reviewing communications and formal documents others have drafted.
- Ability to communicate clearly and tactfully projecting a helpful positive impression even when under pressure or stress.
- Ability to work independently with a high degree of initiative establish and accomplish priorities manage projects and handle multiple tasks simultaneously. In an ever-changing workplace environment the ability to evaluate work practices to find improvements and efficiencies while standardizing work is critical.
- Experience using judgment in dealing with wide variety of issues often of a sensitive confidential and complex nature.
If you have all those things great! We have a few more things that we would prefer you to have but its ok if you dont.
- Additional years of experience particularly within higher education and/or a similar highly-complex environments.
- Experience with any of the following would be a significant plus: Cornell-wide tools (e.g. Kuali Financial System and OBIEE Workday Concur etc.) and/or tools used in AAP (e.g. Slab Airtable) and/or other database project management or organizational software.
Rewards and Benefits
- This position is based in Ithaca New York and is fully onsite.
- 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
- Cornells impressive educational benefits include tuition-free Extramural Study and Employee Degree Program tuition aid for external education and Cornell Childrens 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 of Working at Cornell:Total Rewards Working at Cornell.
Visa sponsorship and relocation assistance is not available for this position.
Cornell is an equal opportunity employer. For more information click here.
Job Title:
Exec Staff Asst IIILevel:
FPay Rate Type:
SalaryCompany:
EndowedContact Name:
Brad StockCornell Cooperative Extension is a collaboration among Cornell University the United States Department of Agriculture the State of New York and the residents of New York State. Per NYS Law county and regional extension service associations are subordinate government agencies. This employment opportunity is with the entities listed and not with Cornell University.
Notice to Applicants: Please read the required Notice to Applicants statement. This notice contains important information about applying for a position at Cornell Cooperative Extension as well as some of your rights and responsibilities as an applicant.
Required Experience:
Staff IC
Employment Type
Full-Time
