Administrative Assistant III

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

Job summary

Cornell University in Ithaca, NY seeks an Administrative Assistant III to provide essential support for the Physics and LASSP communities. The role focuses on operations, communications, and travel coordination, enabling faculty, students and researchers to focus on teaching and research.

The position is onsite (39 hours/week) on the Ithaca campus, with no visa sponsorship. A cover letter and resume are required for consideration.

Qualifications

• Associate’s degree with 2–4 years of admin or office experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Ability to establish and maintain relationships with faculty, staff and students.
• Ability to work independently and adapt to priorities.
• Proficiency with standard office software, including Microsoft Office.

Responsibilities

• Serve as a primary contact for faculty, staff, students, visitors and guests with professional, responsive support.
• Support day-to-day dept operations: front desk, mail, supplies, shared spaces and equipment.
• Coordinate seminars, colloquia, meetings, events and visiting speakers.
• Manage calendars, room reservations, and communications materials.
• Assist with travel documentation, reimbursements, and event follow-ups.
• Maintain website content, calendars and mailing lists for departmental programs.

Skills

Organizational skills

Attention to detail

Written communication

Verbal communication

Customer service

Teamwork with faculty

Time management

Education

Associate’s degree

Tools

Microsoft Office

Job description

Administrative Assistant III

About the College of Arts and Sciences, Physics Department

The College of Arts and Sciences is the largest undergraduate college at Cornell and consists of approximately 4,600 undergraduates, 1,370 graduate students, 685 faculty, 40 academic departments, and 300 staff. The college receives almost 35,000 undergraduate applications per year.

The Department of Physics is renowned for the strength and versatility of its program; the breadth of its training and the reach of its influence is unsurpassed in many areas. Famous for its Nobel Prize-winning work in low-temperature physics and theoretical astrophysics, current research areas include high-energy particle physics, cosmology and astrophysics, accelerator physics, X-ray physics, physics education research, biological physics, soft condensed matter physics, quantum materials, and nanostructure physics. Located in the College of Arts and Sciences, the Physics Department is one of the largest units in the college and consists of 40 tenure-track faculty, approximately 180 PhD students, 70 undergraduate majors, multiple research centers, and many research collaborations at Cornell and around the world.

The Opportunity

Are you a detail-oriented professional who enjoys helping others succeed? As an Administrative Assistant III for Physics and LASSP, you'll serve as a central resource for a vibrant community of scholars and researchers, supporting events, communications, travel, and daily operations that contribute to academic excellence and innovation.

Join a dynamic academic and research community where your organizational skills and customer-focused approach will make a meaningful impact. In this Administrative Assistant III role, you'll provide essential administrative support that helps faculty, students, and researchers focus on groundbreaking teaching and research.

This is a full-time (39 hours per week) onsite position located on the Ithaca NY campus.

No Visa Sponsorship is available for this position.

What You Will Do

Administrative Operations & Customer Service

• Serve as a primary point of contact for faculty, staff, students, visitors, and guests, providing professional and responsive support.
• Support day-to-day department operations, including front desk activities, mail distribution, office supply management, and maintenance of shared administrative spaces and equipment.
• Collaborate with the administrative team to ensure efficient operations and excellent customer service.
• Coordinate logistics for seminars, colloquia, meetings, and special events.
• Schedule rooms, arrange event services, prepare communications, and support visiting speakers and guests.
• Assist with event-related travel documentation, reimbursements, and follow-up activities.

Faculty & Student Support

• Provide administrative support for faculty meetings, scheduling, visitors, and departmental activities.
• Assist graduate students with travel arrangements, documentation, reimbursements, and navigation of university processes and systems.
• Serve as a resource for routine administrative questions and direct more complex inquiries as appropriate.

Scheduling, Communications & Information Management

• Manage calendars, meeting schedules, room reservations, and shared administrative resources.
• Maintain and update website content, calendars, announcements, mailing lists, and other communication tools.
• Prepare and distribute communications that support departmental programs, events, and activities.
• Contribute to a welcoming, inclusive, and collaborative environment that supports the department's teaching and research mission.
• Participate in special projects, professional development, required training, and other duties as assigned.

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 with 2–4 years of relevant administrative or office experience, or an equivalent combination of education and experience.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills and a demonstrated ability to provide professional and responsive customer service.
• Ability to establish and maintain effective working relationships with faculty, staff, students, visitors, and other members of the University community.
• Ability to work independently, exercise sound judgment within established guidelines, and adapt to changing priorities and procedures.
• Proficiency with standard office software, including Microsoft Office, or the ability to quickly develop proficiency with new software and administrative systems.

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

• Experience working in a higher education, research, or academic environment.
• Experience coordinating meetings, seminars, events, or visitors.
• Experience supporting travel arrangements, reimbursements, or other administrative processes.
• Experience maintaining website content or providing routine communications support.

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 fully onsite and located on the Ithaca campus.
• There is no relocation assistance available for this position.
• There is no visa sponsorship available for this position.

Rewards and Benefits

• 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

Pay Information

University Job Title:Administrative Asst III

Job Family:Administration

Pay Range:$24.30 - $26.15

Remote Option Availability:Onsite

Pay Rate Type:Hourly

Level:C

Company:Endowed

Contact Name:Aubrey Lang

Contact Email:[e-mail]

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

Cornell welcomes 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.