Administrative Assistant, AAD Volunteer Programs

Zymtronix Catalytic Systems Inc; City of Ithaca (NY); Hybrid; USD 33,000 - 36,000; Full time

Benefits offered by this job

Hybrid work arrangement

Health care options

Tuition benefits

Job summary

Cornell University’s Alumni Affairs and Development division is seeking an Administrative Assistant III to support volunteer initiatives and engagement programs. You will coordinate meetings, manage participant communications, and maintain databases, while collaborating with alumni leaders and campus partners across Cornell.

The role emphasizes administrative coordination, event support, and data management, with a focus on excellent service and confidentiality.

Qualifications

• High School Diploma and two to four years relevant experience or equivalent combination.
• Advanced knowledge of Microsoft Office (Outlook, Calendar, Teams, Word, Excel, PowerPoint).
• Must be organized, detail-oriented, able to handle confidential information with integrity.
• Excellent customer service and interpersonal skills.
• Effective verbal and written communication skills.
• Able to work under pressure and meet deadlines.
• Ability to balance multiple tasks from many team members.
• Ability to cultivate inclusive working relationships.

Responsibilities

• Coordinate meetings and events, in-person and virtual, including scheduling and follow-up.
• Serve as contact for alumni volunteers, volunteers, students, faculty, parents, and campus partners.
• Monitor inquiries and provide high-quality customer service.
• Support volunteer leadership organizations and committees.
• Maintain constituent information and program databases.
• Lead coordination of volunteer training and onboarding programs.
• Manage registration for major events and on-site operations.
• Develop participant communications and FAQs.
• Maintain volunteer program websites and internal tools.
• Perform data entry, reporting, and QA in university systems.
• Support financial processes including invoices and reimbursements.
• Assist with travel coordination and other administrative needs.
• Track projects and deadlines to support team effectiveness.

Skills

Microsoft Office

Organized

Customer service

Verbal communication

Written communication

Confidential information handling

Multi-tasking

Team collaboration

Relationship management

Education

High School Diploma

Associate’s Degree

Tools

iModules

PeopleSoft

OBIEE

Tableau

Qualtrics

Zoom

CampusGroups

AlumnIQ

Google Workspace

Job description

Alumni Affairs and Development (AAD) is committed to enhancing the lives of Cornell alumni and future alumni through lifelong partnership in commitment to the university’s founding principle of “any person ... any study.” AAD fosters vibrant, lifelong alumni engagement of Cornell University’s 370,000 + alumni, through a variety of programs.

Cornell Volunteer Programs is part of the Engagement Initiatives, Volunteer Programs, and College and Unit Partnerships team (EIVP), a supportive, innovative, and motivated group of engagement professionals within Cornell Alumni Affairs and Development (AAD). EIVP builds meaningful connections through maintaining volunteer life cycle operations within Alumni Affairs, offering lifelong learning and engagement through Cornell’s Adult University and Cornell Alumni Travel programs, supporting College and Unit Alumni Affairs partnerships, and providing scalable, relevant alumni career support.

The Opportunity

Cornell University's Alumni Affairs and Development division is seeking an organized, collaborative, and service-oriented Administrative Assistant to support some of Cornell's most influential alumni volunteer organizations and engagement initiatives. In this dynamic role, you'll help alumni and volunteer leaders connect with Cornell in meaningful ways while contributing to programs and events that strengthen the university's global community.

Reporting to the Director of Volunteer Operations, the Administrative Assistant provides essential operational, administrative, and programmatic support to the Engagement Initiatives, Volunteer Programs, and College and Unit Partnerships team.

This highly collaborative position combines administrative coordination, relationship management, communications, event support, technology systems administration, project coordination, and volunteer engagement. You'll play an important role in helping Cornell's volunteers engage successfully with the university while supporting programs that recognize and celebrate their contributions.

You’ll work closely with alumni leaders and volunteers, support university-wide initiatives, and collaborate with colleagues across Cornell's colleges, units, and Alumni Affairs and Development division.

What You’ll Do

Support Volunteer Programs and Engagement Initiatives:

• Coordinate meetings and events, both in-person and virtual, including scheduling, agenda preparation, materials development, note-taking, and follow-up.
• Serve as an important point of contact for alumni volunteers, volunteer leaders, students, faculty, parents, and campus partners.
• Monitor and respond to program inquiries and provide high-quality customer service.
• Support volunteer leadership organizations, including the Cornell University Council (CUC), the CUC Administrative Board, and the Committee on Alumni Trustee Nominations (CATN).
• Maintain constituent information, volunteer records, and program databases.

Coordinate Programs and Special Projects:

• Lead the coordination and execution of volunteer training, onboarding, leadership development programs, and webinars.
• Coordinate registration processes for major events, including creating registration experiences, troubleshooting participant issues, reporting, and on-site registration operations.
• Develop participant communications, FAQs, and resources that improve the volunteer and attendee experience.
• Maintain volunteer program websites, online resources, and internal communication tools.

Plan and Support Signature Events:

• Cornell Volunteer Summit
• Frank H.T. Rhodes Exemplary Alumni Service Awards
• Volunteer leadership meetings and recognition events
• Responsibilities may include logistics coordination, communications, registration coordination, materials preparation, volunteer support, and event operations.

Administrative and Operational Support:

• Perform data entry, reporting, and quality assurance using various university systems and databases.
• Support financial and purchasing processes, including invoices, reimbursements, purchase orders, and event expenses.
• Assist with travel coordination and other administrative needs for team leadership.
• Track projects, deadlines, and operational processes to support team effectiveness and program success.

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.

• High School Diploma and two to four years relevant experience or equivalent combination.
• Advanced knowledge of Microsoft Office (including Outlook Email and Calendaring, Teams, Word, Excel, and PowerPoint), databases, networked informational systems, the internet, and communication systems.
• Must be organized, detail-oriented, able to work with and around extremely sensitive and confidential information. Proven ability to maintain organized and accurate electronic files, records, contact lists, templates, and other program documentation to support effective team and volunteer operations.
• Excellent customer service and interpersonal skills.
• Effective verbal and written communication skills.
• Able to work under pressure in a fast-paced environment and meet deadlines.
• Ability to balance multiple tasks received from many team members.
• Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.

It Would Be a Bonus if You Have Any of the Following

• Associate’s Degree and two to four years relevant experience or equivalent combination.
• Prior work in higher education administration, alumni affairs and development, or volunteer management.
• Experience with or aptitude and willingness to learn the following programs: iModules, PeopleSoft, Oracle Business Intelligence (OBIEE), Tableau, Qualtrics, Zoom, CampusGroups, AlumnIQ, Basecamp or other project management tools, and Google Workspace.

Important Notes About 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 consideration.
• This position is eligible for a hybrid work arrangement. Employees typically perform this role on-campus 2 days per week and remotely 3 days per week.
• There is no relocation assistance available for this position.
• There is no visa sponsorship available for this position.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement. Employees typically perform this role on-campus 2 days per week and remotely 3 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.
• 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. 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.

University Job Title: Administrative Asst III

Job Family: Administration

Level: C

Pay Rate Type: Hourly

Pay Range: $24.30 - $26.15

Remote Option Availability: Hybrid

Company: Endowed

Contact Name: Brad Stock

Contact Email: [e-mail]

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

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 .

EEO Statement:

Cornellwelcomes students, faculty, and staff with diverse backgrounds from across the globe to pursue world-class education and career opportunities, to further the founding principle of “... any person ... any study.” No person shall be denied employment on the basis of any legally protected status or subjected to prohibited discrimination involving, but not limited to, such factors as race, ethnic or national origin, citizenship and immigration status, color, sex, 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.

Cornell University embraces diversity in its workforce and seeks job candidates who will contribute to a climate that supports students, faculty, and staff of all identities and backgrounds. We hire based on merit, and encourage people from historically underrepresented and/or marginalized identities to apply. Consistent with federal law, Cornell engages in affirmative action in employment for qualified protected veterans as defined in the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and qualified individuals with disabilities under Section 503 of the Rehabilitation Act. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.

About Us

Cornell University is an innovative Ivy League university and a great place to work. Our inclusive community of scholars, students and staff impart an uncommon sense of larger purpose and contribute creative ideas to further the university's mission of teaching, discovery and engagement. With our main campus located in Ithaca, NY, Cornell's far-flung global presence includes the medical college's campuses on the Upper East Side of Manhattan and Doha, Qatar, as well as the Cornell Tech campus located on Roosevelt Island in the heart of New York City.

We offer a rich array of services, programs and benefits to help employees advance in their career and enhance the quality of personal life, including: employee wellness, workshops, childcare and adoption assistance, parental leave, flexible work options.