Administrative Assistant III

Administrative Assistant III

This position is located at Seneca Place in downtown Ithaca and is not based on the Ithaca Main Campus.

The Opportunity

The Administrative Assistant provides comprehensive support to 46 University Major Gift Officers who manage donor portfolios with the potential for gifts of $250000 or more. Key responsibilities include data coordination reporting presidential acknowledgements work-plan support travel arrangements and occasional event logistics. The role also ensures compliance with division policies contributes to team-wide administrative projects and requires strong technical proficiency with a variety of software applications. Were looking for someone who is curious open-minded and genuinely excited about this work. You should be eager to learn how fundraising operations work understand Cornells mission and master the systems that support donor relationships. The right person enjoys diving into detailed processes collaborating effectively with colleagues and takes pride in work that helps Cornell achieve its goals.

About University Major Gifts

The University Major Gifts team within Cornells Alumni Affairs & Development division advances the universitys philanthropic mission by cultivating and securing major charitable gifts. The Administrative Assistant supports 34 Major Gift Officers who manage portfolios of donors and prospective donors with the capacity to contribute between $250000 and $10 million. The role helps ensure efficient donor engagement and administrative operations that support successful fundraising efforts.

Key Responsibilities

• Perform comprehensive data entry and management for Major Gift prospects using PeopleSoft including solicitations visits stewardship nominations and events.
• Support OBIEE and Tableau reporting prospect tracking and work-plan data entry processes.
• Assist with gift tracking and resolve accounting-related questions in coordination with Advancement Services.
• Provide travel coordination support for Major Gift Officers using Concur including itineraries account codes travel profiles and logistics consultation.
• Deliver administrative and technical support for Microsoft Office applications including managing invitation lists correspondence stewardship mailings and related materials.
• Support event planning and logistics for on- and off-campus events including invitation design RSVP tracking reporting and coordination of catering and supplies.
• Manage calendaring in Outlook schedule Zoom meetings and coordinate daily mail distribution filing and processing of gift checks and documents.
• Maintain accurate routing filing and distribution of electronic and paper records.
• Provide coverage for colleagues and assist with department-wide projects and initiatives as needed.
• Participate in ongoing training and professional development to stay current with relevant technologies and procedures.
• Ensure compliance with university policies required trainings and position qualifications.
• Contribute to team effectiveness by attending meetings sharing ideas and supporting departmental goals.
• Take on additional assigned duties including tasks that may fall above or below standard classification as needed.

What We Need

For further consideration please submit a resume and cover letter.

• High school diploma and 24 years of relevant administrative experience or an equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Outlook Excel Word PowerPoint) internet applications databases networked information systems and report-writing software.
• Strong organizational and time management skills with the ability to prioritize multiple projects for multiple stakeholders.
• Ability to work effectively under pressure while meeting deadlines.
• Demonstrated ability to maintain a high level of confidentiality and discretion.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Ability to cultivate and develop inclusive working relationships with students faculty staff and community members.
• Experience with data entry reporting and administrative support.
• Ability to learn and adapt to new technologies and software systems.

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.

• Associates or Bachelors Degree with 2-4 years of practical office experience.
• Experience working with PeopleSoft.
• Experience working with OBIEE.
• Experience working with Tableau.
• Experience working with Zoom.
• Experience working with Concur is preferred.

This is a full-time (39 hours per week) Endowed College position based in Ithaca NY at Seneca Place in downtown Ithaca. This position is eligible for a hybrid work arrangement. Core working hours are Monday through Friday 8:00 AM to 4:00 PM with additional flexibility as needed. The final schedule will be determined in collaboration with the supervisor.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement. Employees typically perform this role remotely 3 days per week and on campus 2 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 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 is not available for this position.

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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:

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