Administrative Assistant for the Office of the University Librarian (Hybrid)

   

About the Cornell University Library

Are you eager to be part of a thriving community dedicated to promoting diversity, equity, and inclusion? Join us at Cornell University Library , a dynamic hub of learning, research, and collaboration. With welcoming spaces, expansive collections, and innovative services across our twenty libraries on campus, Cornell University Library is a unified community empowering academic achievement and intellectual exploration at Cornell and beyond.

About the Office or Unit

Library Administration provides strategic vision and oversight of library operations for Cornell University Library. It creates the framework to support excellence in research, scholarship, and creative expression for faculty, students, staff, and researchers from around the world.

The Opportunity

Under the guidance of the Executive Staff Assistant in the Office of the University Librarian (UL), the Administrative Assistant for the Office of the University Librarian will provide comprehensive administrative assistance to the Library's senior leadership team.

As the Administrative Assistant for the Office of the University Librarian your responsibilities include:

• Proactive and Dynamic Recruitment Coordination: Collaborate with Library Human Resources to orchestrate the recruitment process for academic positions, from scheduling interviews to liaising with search committees. Dive into logistics, process reimbursements, and make a real impact on our hiring efforts.
• Supportive Committee Assistance: Provide invaluable support to various Library committees, contributing to the collaborative spirit and innovative initiatives that drive our success.
• Front-Facing Ambassadorship: Be the friendly face and voice of the Office of the UL, fielding inquiries, directing visitors, and managing correspondence with professionalism, discretion, and diplomacy.
• Mastering of Logistics: Take charge of scheduling and coordinating meetings and large-scale events, showcasing your organizational prowess and attention to detail.
• Serving as a Global Travel Specialist: Embark on a journey of intricate travel arrangements for our senior leadership team, ensuring smooth sailing for multi-stage international and national trips.
• Proficient Office Operations: Keep our office running smoothly by managing supplies, updating contact lists, and providing administrative support for campus visits and special events.
• Engaging as a Project Powerhouse: Dive into special projects and events, lending your expertise and enthusiasm to initiatives that make a real difference.

Success Factors

You are considered a competitive candidate if you effectively demonstrate:

• Adaptability: Successfully navigate a fast-paced environment with shifting priorities and dynamics, demonstrating flexibility and a willingness to take on diverse tasks on the fly.
• Proactive Problem-Solving: Employ quick thinking and good judgment to address challenges independently, anticipate needs, and effectively handle interruptions while maintaining solid customer service with confidence.
• Relationship Management: Build and maintain positive relationships with senior leadership and other stakeholders, serving as the main point of contact and confidently engaging in direct interaction while demonstrating initiative and independence.
• Organizational Agility: Manage a wide variety of responsibilities ranging from calendaring and administrative support to event coordination and project management, with a keen ability to track moving pieces, respond to changes, and ensure smooth operations in an open and collaborative office suite environment.

Hours and Location

The Administrative Assistant for the Office of the University Librarian role is performed in Olin Library. The role is a full-time, 39 hour per week, benefits-eligible position performed Monday through Friday, 8:00AM to 5:00PM, with flexibility on start and end times and a hybrid schedule of 4 days on campus and 1 day remote.  In order to ensure mutual success, we’d like for you to be on campus Monday through Friday during the orientation and onboarding period, the length of which will be determined by your supervisor. Details on your hybrid schedule and daily start and end times will be mutually agreed upon between you and your supervisor.

What We Need

• 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 consideration.
• Associate’s degree and two years’ experience or equivalent combination of education and experience.
• Ability to cultivate and develop inclusive and equitable working relationships with students, faculty, staff, and community members.
• Demonstrated courteous, friendly, mature, and professional customer service approach.
• Proficiency in standard office software (e.g., email, word processing, calendaring, spreadsheets).
• Ability to quickly learn and adapt to new office technologies is necessary.
• Proven analytical and problem-solving skills.
• Ability to accurately assess the importance of issues and situations and maintain confidentiality.
• Exhibit initiative and follow-through on work issues and activities.
• Proven ability to communicate clearly and effectively, verbally and in writing.
• Outstanding organizational skills and timeliness while dealing effectively with multiple priorities.

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.

• Work experience in an academic library environment.
• Work experience in high-level administrative support.
• Good business writing skills.  
• 4 or more years of related work in an office environment where a high level of productivity, customer service, confidentiality, and professional demeanor were required and accomplished.
• Knowledge of Cornell specific systems: Microsoft Suite, Box, and eSHOP.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement, after the initial onboarding and orientation period. 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 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 .

  

University Job Title:

Administrative Asst IV

Job Family:

Administration

Level:

D

Pay Rate Type:

Hourly

Pay Range:

$24.78 - $28.80

Remote Option Availability:

Hybrid Remote

Company:

Endowed

Contact Name:

Carolyn Chow

Job Titles and Pay Ranges:

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 (faculty pay ranges reflects 9-month annual salary)

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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Employment Assistance:

For general questions about the position or the application process, please contact the Recruiter listed in the job posting or email [email protected] .

If you require an accommodation for a disability in order to complete an employment application or to participate in the recruiting process, you are encouraged to contact Cornell University's Office of Institutional Equity and Title IX at voice (607) 255-2242, or email at [email protected] .

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 [email protected] .

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.

2024-04-12