The Cornell SC Johnson College of Business is comprised of the university's three accredited business schools: The Hotel School, the Charles H. Dyson School of Applied Economics and Management, and the Samuel Curtis Johnson Graduate School of Management. The College delivers undergraduate, graduate, and professional business programs creating a collaborative, comprehensive business management program that preserves the excellence of all three schools while uniting the faculty and students. The Cornell SC Johnson College of Business is one of the most comprehensive business schools in the nation, with 145 research faculty and nearly 2,900 undergraduate, professional, and graduate students. The Cornell SC Johnson College of Business has a collection of areas of expertise not found in any other leading institution and an unparalleled resource base from which to draw--both within the Cornell SC Johnson College of Business and within Cornell (including Cornell Tech).
The Samuel Curtis Johnson Graduate School of Management at Cornell delivers educational programming across seven different MBA programs with the intent of developing highly successful and ethical business leaders of the future. Relying on the pillars of performance learning, a collaborative community and Cornell's vast connections, the Johnson faculty produce students equipped to excel in the current cross-functional, collaborative, digital economy.
Johnson's Career Management Center prepares MBA students from both the residential and executive programs for a competitive job market with advising, workshops, networking, and access to appropriate tools/resources.
The Administrative Assistant will assist with overall administration and operations of the Johnson School Career Management Center (CMC) while also serving as the initial contact for all students, employers, alumni and others using the CMC office. The incumbent in this role will provide support for CMC on-campus recruiting and student advising. The Administrative Assistant will also provide additional administrative support to all CMC staff members by processing and tracking all related financial transactions including travel, procurement of goods and services, justification of daily expenditures, etc as required for the department. This position also consists of assisting in budget forecast and reforecasts at certain times during the fiscal year, along with reviewing financial statements and expediting adjustments when needed.
* Visa sponsorship and relocation assistance are not provided for this position.
Key responsibilities of this position consist of:
CMC Administrative Support (45%):
Provide administrative support to all CMC staff members.
Write and send correspondence, schedule meetings, maintain complex calendars, make appointments for the JCB Assistant Dean, Johnson CMC Associate Director and Johnson CMC Associate Directors.
Make travel arrangements and prepare itineraries
Prepare and submit all travel reimbursements (including international)
Support staff in programming, publicity, advising and record-keeping
Serve as initial contact to the public by welcoming and screening visitors and responding to inquiries.
Responsible for managing and controlling several email boxes by responding to student and recruiter requests
Explain policy and refer students to Associate Directors when they miss interviews or office hours
Order supplies and services for the department
CMC Budget and Financial Support (20%):
Support the CMC Director and the Executive MBA CMC Director in managing the CMC budget and finances.
Under the Director's supervision, assist in preparation of the annual budget and reforecast and analyze variances from the budget.
Oversee use of the department's Procurement card. Approve and record all P = card transactions.
Managing payment process for all non-HR related expenses by creating spreadsheets to track and analyze them.
Develop office procedures for introducing new vendors to the procurement system and for training employees in managing and seeking reimbursement for expenses:
Supporting the processes of purchases, financial transactions, and contractor appointments
Maintaining financial records
Handling costs transfers
Training end users on travel systems and processes associated with financial transactions
Participating in annual budget development and close out
Developing financial reports to meet management needs
Reconciling procurement cards
Ensuring policies and practices are adhered to according to Campus and University policies
Assisting in the preparation of budgets for proposals submitted by Advisors
Monitoring program monthly
Developing cost projections
Maintain strict confidentiality related to HR records and staff compensation
CMC Event Management (20%)
Assist Associate Directors who manage programs by reserving rooms, ordering food and managing registrations.
Coordinating with the AV team to assist with relevant programs including mock interviews, May and August orientation sessions, the Marketing Executive program, Tech Day, Consulting Symposium, CMC Open House, Consulting and SGE/Tech Treks.
Manage all room requests for on-campus recruiting, orientation, and other CMC programs.
Maintain a good working relationship with the staff in the Registrar's office.
Recruiting Communication (15%)
Prepare and manage the CMC newsletter (CNN).
Send updates to students regarding job postings.
Act on requests from CMC staff and the marketing office to update/modify web pages.
Coordinate closely with the webmaster to execute updates to CMC sites.
Formal training beyond a HS Diploma of one to two years; 2 years of college coursework or Associates Degree or equivalent combination.
Strong PC and MS office skills required. Demonstrated expertise with Microsoft Word, Excel, PowerPoint, scheduling tools (Outlook), and the internet required in conjunction with database management. Some experience with processing and justifying expenditures, along with basic budget knowledge.
Demonstrated written and oral communication skills. Experience in advanced text editing (Word, PDF) systems.
Experience that demonstrates sound judgment, creativity, management, problem-solving skills and the ability to work as an effective member of a team, promoting quality and the goals of the Career Management Center.
Ability to exercise good judgment and be effective under pressure.
Proven interpersonal and customer service skills, and high level of confidentiality.
Some overtime required.
Excellent organizational skills essential. Ability to set priorities, handle frequent interruption, and to coordinate many ongoing activities.
Demonstrated ability to initiate tasks and independently see them through to completion.
Must be able to work independently and make decisions that impact savvy students and our external clients.
Other requirements include outstanding organizational skills and ability to multitask in a fast paced, professional environment, and communicate with tact and diplomacy to a wide range of internal and external constituents.
Associate's degree Preferred.
Experience with, or ability to learn on-line recruitment scheduling software system.
Typically lifts less than 10 lbs Some travel.
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University Job Title:
Administrative Asst IV
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