Administrative and Events Coordinator

This position coordinates an average of 85 workshops and 5-7 major conferences and events during the academic year, managing logistics from planning through execution. The role supports the department's daily administrative operations, including managing visitors, inventories, mail, and assisting faculty with classroom reservations and exam preparation. It serves as the primary point of contact for invited speakers and handles event communications and reimbursements.

Responsibilities

• Coordinate and support department workshops, seminars, conferences, faculty/student review sessions, meetings, and special events, managing logistics from planning through execution.
• Schedule appointments, meetings, event spaces, and travel arrangements using electronic calendars while coordinating itineraries and transportation logistics.
• Manage event registration, accommodations, catering, marketing materials, presentation materials, and on-site logistics for department programs and events.
• Serve as the primary point of contact for invited speakers by coordinating visit logistics, travel, lodging, schedules, and reimbursements.
• Prepare and distribute event communications, including invitations, posters, flyers, and announcements through departmental and university communication channels.
• Coordinate meeting schedules between faculty, graduate students, and invited speakers, and manage departmental offices and meeting spaces for visitors and events.
• Process reimbursement documentation and maintain accurate records of event communications, expenses, and supporting documentation.
• Provide front-line administrative support by responding to telephone, email, and in-person inquiries and serving as a resource on departmental policies and procedures.
• Maintain department inventories, including office equipment, keys, supplies, mailboxes, and toner, while coordinating equipment repairs and supply ordering.
• Process incoming and outgoing mail and coordinate express shipping services.
• Support faculty with exam preparation, room reservations, copying, scanning, and Student Disability Services testing accommodations.
• Assist with departmental events, including Visit Day, Commencement, and other special activities.
• Coordinate the collection, distribution, and posting of faculty and teaching assistant office hours each academic term.
• Participate in special projects and perform additional position-related responsibilities as assigned.

Requirements

• High School Diploma and 2 to 4 years of relevant experience, or an equivalent combination of education and experience.
• Proficiency with Microsoft Word and Excel, with the ability to quickly learn new software and systems.
• Excellent interpersonal, organizational, and customer service skills.
• Strong written and verbal communication skills, with the ability to work effectively and collaboratively with others.
• Ability to maintain a high level of confidentiality, exercise sound judgment, and effectively prioritize competing responsibilities.
• Self-motivated with the ability to take initiative and complete detailed, complex tasks with minimal supervision.
• Experience modeling values that support inclusion, belonging, and wellbeing.
• Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.

Nice to have

• Bachelor's degree strongly desired.
• Experience working in an office setting.
• Knowledge of Cornell systems.
• Experience with Cornell's Concur travel and reimbursement system.
• Knowledge of Cornell Procurement and Travel & Meal Business Cards.
• Knowledge of the eShop procurement system.

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
• Follow this link to learn more about the Total Rewards of Working at Cornell: Total Rewards | Working at Cornell.