Administrative Assistant for Facilities Engineering

   

About Facilities Engineering

Facilities Engineering provides architecture and engineering technical stewardship and expertise in support of the natural and built environment. Facilities Engineering is organized into four technical discipline groups including Architecture & Civil, Environmental & Energy, Mechanical, and Electrical Engineering. 

Facilities Engineering has valuable depth of technical knowledge and expertise, built over time and specific to the university’s complex physical plant. Our in-house design capabilities provide an efficient means to deliver design services for technically complex maintenance work and faculty renewal lab renovations, as well as quick response to technical emergencies.

Learn more about Facilities Engineering here: https://fcs.cornell.edu/departments/engineering-project-management/facilities-engineering

The Opportunity

Are you ready to play a key role in the dynamic world of Facilities Engineering? We are seeking an energetic and detail-oriented Administrative Assistant to join our team and contribute to the success of our Facilities Engineering group.

Key Responsibilities:

As an Administrative Assistant for Facilities Engineering, you’ll be at the heart of our operations, providing essential support in various administrative, project coordination, and communication tasks. Your role will include:

• Office Management Support: Oversee the day-to-day operations of the office, ensuring a smooth and efficient work environment.
• Stakeholder Communication: Respond to complex inquiries and requests from internal staff and external stakeholders, fostering effective communication and collaboration.
• Project Coordination: Coordinate design reviews for complex projects, working with multiple stakeholders on tight deadlines.
• Service Requests and Work Orders: Process service requests and issue university work orders, keeping things running smoothly.
• Time Entry and Fiscal Coordination: Monitor and ensure completed time entry for staff members and assist with fiscal coordination for short and long-term projects.
• Collaborative Client Relationships: Support and maintain effective relationships with clients at all levels, ensuring satisfaction and successful project outcomes.
• Documentation and Archiving: Assist with archiving and project closeout documentation, maintaining organized records.
• Meeting Coordination: Coordinate and attend meetings, document minutes, and prepare necessary documentation for various project-related discussions.
• Project Design Review: Independently coordinate capital project design reviews with university stakeholder groups, ensuring alignment with project goals.
• Resource Allocation: Serve as the point person for engineering discipline resource allocation and time tracking software.
• Office Environment and Welcoming Visitors: Take charge of the physical office environment, handle supply ordering, IT requests, and welcome visitors with a friendly demeanor.

If you are and organized administrative professional and ready to take on a challenging yet rewarding role in Facilities Engineering, apply now with your resume and cover letter! Be a vital part of our team’s success! Join us on this exciting journey as we shape the future of our facilities and infrastructure.

What We Need

All applicants must include a resume and cover letter for full consideration.

• An associate degree and 2 to 4 years of relevant experience, or an equivalent combination of relevant education and work experience. 
• Experience working in a team environment to accomplish goals, as well as ability to be pro-active and a self-starter. 
• Excellent organizational and interpersonal communication skills. 
• Possess the aptitude and judgment to propose and interpret procedures and policies and adapt execution to individual project circumstances and/or to enhance efficiencies. 
• Tact and diplomacy when working with clients, consultants, staff, and others.  
• Must be able to communicate with, and gain confidence of, all levels of the campus community.
• Must possess the ability to manage multiple priorities and quickly change direction and re-prioritize. 
• Able to handle office expenses including supply orders and occasional travel reimbursements. 
• Working knowledge of Microsoft Outlook, Excel, Word and ability to learn and adapt to new software.

If you have all those things, great! We have a few more things that we would prefer you to have, but it’s ok if you don’t.

• Working knowledge of Hive resourcing software.
• Experience in engineering and/or construction field.

Rewards and Benefits

• This position is based in Ithaca, New York, on the Cornell Campus, and is fully on-site. 
• Cornell receives national recognition as an award-winning workplace for our health, wellbeing, sustainability, and diversity initiatives.
• 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: https://hr.cornell.edu/benefits-pay .
• Follow this link to learn more about the Total Rewards of Working at Cornell: https://hr.cornell.edu/jobs/your-total-rewards .
• 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.
• 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.

No visa sponsorship or relocation assistance is available for this position.

Diversity and Inclusion are a part of Cornell University’s heritage. We are a recognized employer and educator valuing AA/EEO, and we do not tolerate discrimination based on any protected characteristic, including race, ethnic or national origin, citizenship and immigration status, color, sex/gender, 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. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.

Cornell University embraces diversity and seeks candidates who will contribute to a climate that supports students, faculty, and staff to all identities and backgrounds. We strongly encourage individuals from underrepresented and/or marginalized identities to apply.

  

Familiarize yourself with Cornell’s COVID-19 workplace guidance as well as the university’s COVID-19 services and information .

  

University Job Title:

Administrative Asst IV

Job Family:

Administration

Level:

D

Pay Rate Type:

Hourly

Pay Range:

$24.78 – $28.80

Remote Option Availability:

Fully Onsite

Company:

Endowed

Contact Name:

Brad Stock

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 (faculty pay ranges reflects 9-month annual salary)

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 .

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For general questions about the position or the application process, please contact the Recruiter listed in the job posting or email [email protected] .

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Applicants that do not have internet access are encouraged to visit your local library, or local Department of Labor. You may also request an appointment to use a dedicated workstation in the Office of Talent Attraction and Recruitment, at the Ithaca campus, by emailing [email protected] .

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Please read the required Notice to Applicants statement by clicking here . This notice contains important information about applying for a position at Cornell as well as some of your rights and responsibilities as an applicant.

EEO Statement:

Diversity and Inclusion are a part of Cornell University’s heritage. We are a recognized employer and educator valuing AA/EEO, and we do not tolerate discrimination based on any protected characteristic, including race, ethnic or national origin, citizenship and immigration status, color, sex/gender, 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. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law. 

Cornell University embraces diversity and seeks candidates who will contribute to a climate that supports students, faculty, and staff to all identities and backgrounds. We encourage individuals from underrepresented and/or marginalized identities to apply.

2024-01-05