Cornell University Administrative Assistant IV - Cornell Institute for Food Systems (CIFS) in Ithaca, New York

Administrative Assistant IV - Cornell Institute for Food Systems (CIFS)
Department of Food Science
College of Agriculture and Life Sciences
Ithaca, NYThis position supports the department of Food Science and specifically the Cornell Institute for Food Systems (CIFS) Industry Partnership Program (IPP). CIFS mission is to provide a forum for Faculty Fellows to meet, share ideas, and develop collaborative teaching, research, and extension initiatives. It is comprised of a group of over 90 Cornell Faculty Fellows from over 18 different departments and units who share a passion for and interest in food and food systems. CIFS is guided by a multi-disciplinary Executive Board. The Institute maintains a strong presence with the food industry through its Industry Partnership Program (CIFS-IPP), where 23 different organizations from throughout the food system engage with Faculty Fellows and each other. The program is searching for an individual to support the CIFS-IPP activities and related functions of the department of food science and directly supports Dr. Julie Stafford, Extension Associate and Industry Liaison, and Jill Monti, Food Science Technical Lead. Often provides first contact with external constituents from the food industry through telephone and email communications and must on a daily basis engage in a positive and customer-oriented manner with all inquiries. The Assistant provides administrative and organizational support to the team and is a key team member in development of all new programs. Develops and maintains a workflow system that keeps the leadership informed of progress, and aligns with the Food Science Executive Committee for CIFS-IPP. Proactively initiates and manages organizational systems including communications management (telephone, electronic mail, calendar, contact database, answers routine correspondence, etc.), filing, and the development and implementation of office procedures. Assist with the administrative aspects of conducting CIFS-IPP (membership agreements, Non-Disclosure Agreement (NDA) filings with the Office of Sponsored Programs (OSP), invoices, impact statements, database updates). Responsible for coordinating itineraries for company visits with faculty from multiple departments. Arranges travel-related details for CIFS-IPP members (lodging suggestions, parking etc). Oversees Industry Liaisons calendar, conferences, workshops, and travel. Manages sensitive information (travel documents, credit card numbers). Follows policies and procedures set up by the Food Science Department Business Administrator to plan and track spending, prepare budget analyses, reports, and to process honoraria, reimbursement, and other financial transactions for numerous persons involved with the CIFS-IPP. Tracks and contributes to planning for an annual operating budget. Coordinates and purchases office supplies, and is responsible for the submission of all receipts. Contributes to the development of media products and communication tools (website, newsletters, meeting materials) and assists with implementation of multiple events through the Department of Food Science and CIFS-IPP. Assists in the development and distribution of annual program reports, attends meetings and events, and prepares background materials, minutes and status reports as necessary. Assists in photocopying and printing of materials. Resolves questions and issues when they arise in the absence of team leadership. This is a one-year term appointment with possibility of extension, dependent on funding and performance.


Required Qualifications:

Formal Training beyond a HS Diploma of 1 to 2 years, 2 years of college coursework, or Associates Degree; more than 4-years experience in an administrative position. Related experience could include a history of increasing responsibility in an administrative office. Demonstrated record of successfully providing exceptional customer service. Ability to communicate with tact and diplomacy with a wide-range of internal and external constituents.  Ability to handle travel arrangements, manage calendars and oversee logistics of event planning. Ability to handle confidential and sensitive information with utmost discretion and integrity. Experience that demonstrates sound judgment, creativity, and problem-solving skills.  Must be able to work independently while supporting the efforts of an overall team and fostering a respectful work environment.  Excellent organizational skills, and the ability to work quickly and effectively under pressure, use sound judgment in accomplishing tasks that are urgent; balance conflicting priorities, and make decisions from a wide range of choices. Excellent written, verbal and interpersonal skills. Must be flexible and receptive to new ideas and approaches.  Accuracy in spelling, grammar, proofreading and attention to detail required.  Proficient in Outlook, Microsoft Word, Excel, and PowerPoint; DropBox; willing to learn Web skills. Must be able to travel on a limited basis. Familiarity with accounting and purchasing procedures.

Preferred Qualifications:

Experience with website development desirable. Knowledge of Cornell applications, E-Shop, Kuali, graphic design skills.

  • Visa Sponsorship is not available for this position.
  • Relocation assistance will not be provided for this position.

When applying through our system, please remember to attach your application materials (Resume/Cover Letter/CV) in either Microsoft Word or PDF format.  In the Experience section of your application, use the Drop Files Here box to manually drag document(s) into your application. For a more detailed description and instructions on how to apply online please click here as an external candidate or click here if you are an internal candidate. Please note:   Cornell Employees must apply through the Internal Cornell Career site.


University Job Title:

Administrative Asst IV



Pay Rate Type:



Contract College

Contact Name:

Michele Cowen

Number of Openings:


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