Assistant to the Department Chair, Mathematics

About the Department of Mathematics

The Mathematics Department is a large and vibrant academic department in the College of Arts and Sciences. The Department Manager supervises an eleven member staff which supports approximately 43 professorial faculty, 15 visiting faculty and continuing lecturers, and a PhD program with 65 graduate students. The Department offers approximately 150 courses during the academic year with an enrollment of over 7,000 students from across the university. The Department operates with an annual budget of $18 million including $3 million annually in grants and contracts.

The Opportunity

Are you a detail-oriented and proactive professional seeking an opportunity to make a meaningful impact in a dynamic academic environment? Join the Department of Mathematics as the Assistant to the Chair, where you will play a pivotal role in supporting the Chair and ensuring the smooth operation of our thriving department. With over 65 academicians, a vibrant community of visiting scholars, and a robust educational program serving nearly 7,000 undergraduates annually, our department is at the forefront of mathematical education and research.

As the Assistant to the Chair, you will provide high-level executive support to the Department Chair and be a key resource for faculty, staff, and students. Your responsibilities will include:

Administrative Support:

• Coordinate the Chair's calendar, arrange meetings, track deadlines, and draft documents/correspondence.
• Greet visitors, assist with questions.
• Act as liaison with other departments, college, and university offices regarding administrative policies and procedures.
• Prepare and edit reports, meeting minutes, and academic appointment letters.
• Update departmental website. Create and distribute departmental newsletter.
• Facilitate the Chair's communication with internal and external stakeholders.

Human Resources:

• Work closely with HR on academic and research appointments using Workday and departmental systems.
• Assist with promotion and tenure dossiers and ensure compliance with university policies.
• Support international scholars with visa requirements.

Academic Records Stewardship:

• Maintain accurate records for academic appointments, sabbaticals, and faculty reviews.
• Organize and safeguard confidential faculty files.
• Assist with annual departmental reporting and accreditation reviews.

Event Coordination and Liaison:

• Arrange travel and accommodations for visiting faculty and candidates.
• Plan and promote department Chair-hosted events, including creating posters and newsletters.
• Represent the department at college-wide meetings and maintain department directories. Take meeting minutes.

Academic Searches and Recruitment:

• Support faculty recruitment by managing postings on platforms like MathJobs.org.
• Ensure compliance with recruitment policies and track application processes.
• Collaborate with faculty and college administrators on search logistics.

Facilities and Operations Coordination:

• Coordinate office assignments, building access, and key distribution.
• Complete updates to the department website and directories.
• Oversee compliance with youth safety policies for departmental events.

If you are an organized administrative professional with a knack for effective communication and attention to detail, we're excited to learn more about you! We encourage you to submit your application, including a resume and a cover letter detailing your interest in this role and relevant experience. Apply today!

Complete applications received before Monday, 1/6/2024 will be prioritized for review and consideration.

What We Need

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

• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Experience incorporating the perspectives of multiple communities, including communities of color.
• Passionate about working in an organization that values and promotes diversity, equity, inclusion, anti-racism, and wellbeing.
• Ability to cultivate and develop inclusive and equitable working relationships with students, faculty, staff, and community members.

Associate's degree plus 2-4 years' relevant administrative experience or equivalent combination of education and experience. Position requires high level of confidentiality, ability to arrange and set priorities. Must exercise initiative and judgment in disseminating information to key personnel. Must have superior written and verbal communication skills, a good working knowledge of administrative procedures, a strong service orientation and ability to work effectively with others. Also requires excellent organizational skills, ability to meet and juggle multiple deadlines successfully. Excellent interpersonal skills necessary. Ability to follow tasks through to completion. Experience and proficiency with Microsoft Word, FileMaker Pro and Excel or comparable business software. Must be able to work well under pressure and deal with multiple demands with discretion, grace, and tact. Familiarity with (or ability to quickly learn) immigration Visa and ISSO procedure and policy requirements is a key aspect of this position. The ability to provide general maintenance and updating of the department website and directories, and the coordination of department events directly hosted by the Department Chair.

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.

• Experience with the following University and other web-based systems: Workday, Outlook, Interfolio, Access It!, Exchange Account Manager, Box, Smartsheet, Salesforce.
• Experience with Adobe Creative Cloud, website maintenance, database management.
• Experience working in an academic environment.
• Experience coordinating large projects.

Rewards and Benefits

• This position is based in Ithaca, New York, and is fully onsite.
• 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.

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• Unique applicable skills
• Academic Discipline

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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.