Chair’s Assistant, Information Science

Zymtronix Catalytic Systems Inc; City of Ithaca (NY); Hybrid; USD 40,000 - 47,000; Full time

Job summary

Cornell University’s Bowers College of Computing and Information Science seeks a highly organized Chair's Assistant to support the Department Chair and coordinate complex projects across faculty, staff, and the candidate pool. You will handle executive communications, recruitment logistics, and program administration in a visible role on campus and university-wide initiatives.

The role involves travel planning, HR processes, reporting, and developing SOPs, with a hybrid on-site/remote schedule

Qualifications

• Associate's degree or equivalent; 4–6 years of relevant experience preferred.
• Strong written communication and complex correspondence drafting.
• Excellent customer service and ability to work in a team or independently.
• Ability to organize, retrieve, format, and export data from multiple sources to develop reports.

Responsibilities

• Provide executive administrative support and coordinate department communications.
• Organize faculty meetings, recruitment visits, and travel arrangements; support records.
• Prepare reports, presentations and meeting materials with attention to detail.
• Coordinate faculty candidate visits across campus and manage travel logistics.
• Support promotions, tenure, and faculty leave administration processes.
• Lead staff development, SOPs, and oversight of student workers.

Skills

Written communication

Customer service

Team collaboration

Independent work

Data compilation & reporting

Education

Associate's Degree

Tools

Excel

Word

PowerPoint

Outlook

Job description

About the Department of Information Science

The Department of Information Science, within The Ann S. Bowers College of Computing and Information Science, examines the interactions between people and technology, how technology is shaping individual lives and social groups, and how the ways that people use new technology can shape new developments. Information Science currently has around 700 students enrolled among the three colleges for our undergraduate program and approximately 200 students in the graduate programs, split between the professional master’s (MPS) and PhD programs.

The Opportunity

Are you a highly organized professional who enjoys supporting leaders, coordinating complex projects, and helping talented teams succeed? The Department of Business Computing and Information Science (BCIS) is seeking a collaborative and proactive Chair's Assistant to serve as a trusted partner to the Department Chair and a key contributor to the department's administrative operations.

In this highly visible role, you will work closely with faculty, staff, university leaders, and prospective faculty candidates to support departmental excellence. From executive-level communications and faculty recruitment to academic promotion processes and team leadership, you will play a vital role in advancing the department's mission and fostering an exceptional experience for faculty, students, and colleagues.

What You'll Do

Executive Administrative Support & Department Coordination

• Coordinate and manage communications and correspondence on behalf of departmental leadership.
• Draft and edit complex and confidential correspondence, including faculty offers, promotion letters, award nominations, and other sensitive communications.
• Organize faculty meetings, retreats, committee activities, and special departmental events.
• Prepare reports, presentations, meeting materials, and documentation requiring initiative, judgment, and attention to detail.
• Coordinate complex faculty candidate visits across Cornell's Ithaca and Cornell Tech campuses.
• Manage travel arrangements and reimbursements for the Chair.

Academic Recruitment

• Managing faculty search processes from posting through completion.
• Serving as a key resource to faculty search committees.
• Coordinating candidate visits, travel, and interview logistics.
• Managing records and workflows within Academic Jobs Online (AJO).
• Partnering with HR and faculty committees to ensure a seamless and welcoming candidate experience.
• Supporting relocation activities for newly hired faculty members.

Academic Promotions, Tenure & Faculty Leave Administration

• Coordinate faculty reappointment, tenure, and promotion review processes.
• Compile and organize complex dossier materials and supporting documentation.
• Schedule and support promotion and tenure meetings.
• Manage sabbatical and faculty leave requests and maintain related records.
• Ensure accurate recordkeeping and compliance with university procedures.
• Providing coaching, training, and professional development opportunities.
• Managing performance, workload allocation, scheduling, and payroll approvals.
• Establishing best practices and standard operating procedures.
• Coordinating the hiring and oversight of student administrative employees.

Strategic Administrative Support

• Assist with department-wide administrative operations and special projects.
• Serve as a resource for faculty and staff in the Director's absence.
• Contribute to initiatives that strengthen departmental effectiveness and service excellence.

Team Leadership & Staff Development

• Providing coaching, training, and professional development opportunities.
• Managing performance, workload allocation, scheduling, and payroll approvals.
• Establishing best practices and standard operating procedures.
• Coordinating the hiring and oversight of student administrative employees.

The Bowers College of Computing and Information Science is at the forefront of innovation, discovery, and education. As Chair's Assistant, you will contribute to the recruitment and support of world-class faculty while helping shape the department's future 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.

• Associate's Degree and 4 years to 6 years of relevant work experience, or combined equivalent of education and experience.
• Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.
• Demonstrated effective written communication.
• Excellent customer service skills and the ability to work in a team environment, as well as independently.
• Excellent written/verbal communication skills to independently compile data for and draft a variety of communications for Chair. Position requires the ability to organize, retrieve, format, and export data from multiple sources to develop adhoc and standard reports.
• Proficiency in Excel, Word, PowerPoint, Outlook is required.
• Demonstrates sound judgment. Must be able to understand, interpret, and apply relevant policies to position requirements.

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

• Experience with systems, including AJO, Workday, KFS, and Concur
• Bachelor’s degree and executive level administrative experience with demonstrated success working in a complex, demanding and diverse environment.

Important Notes About Applying

• This position is eligible for a hybrid work arrangement. For the first 90 days, the successful candidate will be expected to work fully on-site for onboarding and initial training. After that, employees typically perform this role on-campus 3 days per week and remotely 2 day 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. For the first 90 days, the successful candidate will be expected to work fully on-site for onboarding and initial training. After that, employees typically perform this role on-campus 3 days per week and remotely 2 day per week.
• 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.
• 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.
• 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.

Visa sponsorship is not available for this position.

Relocation assistance is not available for this position.

University Job Title: Administrative Asst V

Job Family: Administration

Level: E

Pay Rate Type: Hourly

Pay Range: $29.45 - $33.82

Remote Option Availability: Hybrid

Company: Endowed

Contact Name: Brad Stock

Contact Email: [e-mail]

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 seeksjob candidates who will contribute to a climate that supports students, faculty, and staff of all identities and backgrounds. Wehire based on merit, andencourage 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.