Administrative Assistant III

Administrative Assistant III

This position is located at Seneca Place in downtown Ithaca and is not based on the Ithaca Main Campus.

The Opportunity

The Administrative Assistant provides comprehensive support to 4-6 University Major Gift Officers who manage donor portfolios with the potential for gifts of $250,000 or more. Key responsibilities include data coordination, reporting, presidential acknowledgements, work-plan support, travel arrangements, and occasional event logistics. The role also ensures compliance with division policies, contributes to team-wide administrative projects, and requires strong technical proficiency with a variety of software applications.

We're looking for someone who is curious, open-minded, and genuinely excited about this work. You should be eager to learn how fundraising operations work, understand Cornell's mission, and master the systems that support donor relationships. The right person enjoys diving into detailed processes, collaborating effectively with colleagues, and takes pride in work that helps Cornell achieve its goals.

About University Major Gifts

The University Major Gifts team within Cornell's Alumni Affairs & Development division advances the university's philanthropic mission by cultivating and securing major charitable gifts. The Administrative Assistant supports 3-4 Major Gift Officers who manage portfolios of donors and prospective donors with the capacity to contribute between $250,000 and $10 million. The role helps ensure efficient donor engagement and administrative operations that support successful fundraising efforts.

Key Responsibilities

* Perform comprehensive data entry and management for Major Gift prospects using People Soft, including solicitations, visits, stewardship, nominations, and events.

* Support OBIEE and Tableau reporting, prospect tracking, and work-plan data entry processes.

* Assist with gift tracking and resolve accounting-related questions in coordination with Advancement Services.

* Provide travel coordination support for Major Gift Officers using Concur, including itineraries, account codes, travel profiles, and logistics consultation.

* Deliver administrative and technical support for Microsoft Office applications, including managing invitation lists, correspondence, stewardship mailings, and related materials.

* Support event planning and logistics for on- and off-campus events, including invitation design, RSVP tracking, reporting, and coordination of catering and supplies.

* Manage calendaring in Outlook, schedule Zoom meetings, and coordinate daily mail distribution, filing, and processing of gift checks and documents.

* Maintain accurate routing, filing, and distribution of electronic and paper records.

* Provide coverage for colleagues and assist with department-wide projects and initiatives as needed.

* Participate in ongoing training and professional development to stay current with relevant technologies and procedures.

* Ensure compliance with university policies, required trainings, and position qualifications.

* Contribute to team effectiveness by attending meetings, sharing ideas, and supporting departmental goals.

* Take on additional assigned duties, including tasks that may fall above or below standard classification as needed.

What We Need

For further consideration, please submit a resume and cover letter.

* High school diploma and 2-4 years of relevant administrative experience or an equivalent combination of education and experience.

* Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), internet applications, databases, networked information systems, and report-writing software.

* Strong organizational and time management skills with the ability to prioritize multiple projects for multiple stakeholders.

* Ability to work effectively under pressure while meeting deadlines.

* Demonstrated ability to maintain a high level of confidentiality and discretion.

* Excellent verbal and written communication skills.

* Strong interpersonal and customer service skills.

* Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.

* Experience with data entry, reporting, and administrative support.

* Ability to learn and adapt to new technologies and software systems.

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.

* Associate's or Bachelor's Degree with 2-4 years of practical office experience.

* Experience working with People Soft.

* Experience working with OBIEE.

* Experience working with Tableau.

* Experience working with Zoom.

* Experience working with Concur is preferred.

This is a full-time (39 hours per week) Endowed College position based in Ithaca, NY, at Seneca Place in downtown Ithaca. This position is eligible for a hybrid work arrangement. Core working hours are Monday through Friday, 8:00 AM to 4:00 PM, with additional flexibility as needed. The final schedule will be determined in…