Administrative Assistant for ILR Dean’s Office

About the role

The School of Industrial and Labor Relations (ILR) is seeking an Administrative Assistant for the ILR Dean's Office. In this role, you will provide high-level administrative and operational support to the Senior Associate Dean for Research, Outreach, and External Relations, Associate Dean for Finance and Administration, and Assistant Dean for Student Experience and Wellbeing. You will also serve as the primary front office contact for the Dean's Office and act as backup support to the Dean's Executive Staff Assistant. As a key member of the team, you will serve as a communication hub connecting leadership, faculty, staff, students, and external stakeholders. You will manage complex calendars, coordinate meetings, prepare materials and correspondence, maintain confidential records, and support strategic initiatives across multiple units.

Responsibilities

• Provide comprehensive administrative support to Dean's Office leadership.
• Manage complex scheduling, meeting coordination, and calendar management.
• Prepare agendas, reports, presentations, and correspondence.
• Serve as the primary front office contact, delivering professional and responsive customer service.
• Coordinate and support cross-functional projects, initiatives, and strategic activities.
• Maintain tracking systems, databases, and records; compile data for reports and presentations.
• Plan and coordinate meetings, events, and special programs.
• Manage space reservations and oversee event logistics, including catering, rentals, permits, and technology support.
• Serve as a liaison with campus service providers, vendors, and external partners.
• Support financial and administrative processes, including expense tracking, procurement, and project coordination.
• Assist with communications, office operations, and other administrative functions as needed.
• This is a full-time (39 hours/week) Contract College position that is based in Ithaca, NY and fully on-site. Work hours are 8:00am-4:30pm Monday through Friday.
• About the ILR School
• The ILR School is the preeminent educational institution in the world focused on work, employment and labor, we are dedicated to generating and disseminating knowledge that improves the lives of workers and transforms the future of work.
• What We Need
• We are seeking a dedicated and collaborative team member who is eager to grow professionally and pursue opportunities for advancement within the organization. Additionally, you will have:
• An Associate's degree and two to four years of experience providing administrative support in an office setting, or an equivalent combination of education and experience.
• Demonstrated experience supporting senior leadership in a complex, fast-paced environment with competing priorities.
• Proven ability to prioritize and manage multiple tasks simultaneously while meeting deadlines in a high-volume, fast-paced setting.
• Ability to anticipate needs, take initiative, and exercise independent judgment in support of senior leadership.
• Strong interpersonal and communication skills, with the ability to interact tactfully and effectively with diverse groups of individuals, including students, faculty, staff, community members, and administrators.
• Excellent written and verbal communication skills, including proofreading, editing, and experience preparing meeting materials and meeting minutes.
• Demonstrated ability to maintain a high level of confidentiality and handle sensitive information with discretion and professionalism.
• Outstanding organizational skills and strong attention to detail.
• Ability to maintain focus and productivity in a fast-paced and frequently changing work environment.
• Demonstrated ability to troubleshoot issues, adapt to changing priorities, and recommend process improvements.
• Experience coordinating events, meetings, or programs, including logistics such as space reservations, catering, vendors, audiovisual support, and event setup.
• Ability to manage and coordinate multiple projects or initiatives simultaneously, including tracking timelines, deliverables, and follow-up actions.
• Experience working across teams or departments and coordinating with both internal and external stakeholders.
• Experience with financial or administrative processes such as procurement, expense tracking, or budget coordination.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and strong experience with Outlook email and complex calendaring.
• Experience scheduling and supporting virtual meetings (e.g., Zoom or similar platforms).
• Experience working with web content tools (e.g., HTML or similar platforms) preferred.
• Ability to work occasional flexible hours to support events or operational needs.
• Occasional travel required.
• Experience modeling values that support inclusion, belonging, and wellbeing.
• Ability to advocate for individuals from a broad range of backgrounds.
• Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.

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