Administrative Assistant, AAD Volunteer Programs

Administrative Assistant, AAD Volunteer Programs
About AAD Volunteer Programs
Alumni Affairs and Development (AAD) is committed to enhancing the lives of Cornell alumni and future alumni through lifelong partnership in commitment to the university’s founding principle of “any person ... any study.” AAD fosters vibrant, lifelong alumni engagement of Cornell University’s 370,000 + alumni, through a variety of programs.
Cornell Volunteer Programs is part of the Engagement Initiatives, Volunteer Programs, and College and Unit Partnerships team (EIVP), a supportive, innovative, and motivated group of engagement professionals within Cornell Alumni Affairs and Development (AAD). EIVP builds meaningful connections through maintaining volunteer life cycle operations within Alumni Affairs, offering lifelong learning and engagement through Cornell’s Adult University and Cornell Alumni Travel programs, supporting College and Unit Alumni Affairs partnerships, and providing scalable, relevant alumni career support.
The Opportunity
Cornell University's Alumni Affairs and Development division is seeking an organized, collaborative, and service-oriented Administrative Assistant to support some of Cornell's most influential alumni volunteer organizations and engagement initiatives. In this dynamic role, you'll help alumni and volunteer leaders connect with Cornell in meaningful ways while contributing to programs and events that strengthen the university's global community.
Reporting to the Director of Volunteer Operations, the Administrative Assistant provides essential operational, administrative, and programmatic support to the Engagement Initiatives, Volunteer Programs, and College and Unit Partnerships team.
This highly collaborative position combines administrative coordination, relationship management, communications, event support, technology systems administration, project coordination, and volunteer engagement. You'll play an important role in helping Cornell's volunteers engage successfully with the university while supporting programs that recognize and celebrate their contributions.
You'll work closely with alumni leaders and volunteers, support university-wide initiatives, and collaborate with colleagues across Cornell's colleges, units, and Alumni Affairs and Development division.
What You'll Do
Support Volunteer Programs and Engagement Initiatives:
Coordinate meetings and events, both in-person and virtual, including scheduling, agenda preparation, materials development, note-taking, and follow-up.
Serve as an important point of contact for alumni volunteers, volunteer leaders, students, faculty, parents, and campus partners.
Monitor and respond to program inquiries and provide high-quality customer service.
Support volunteer leadership organizations, including the Cornell University Council (CUC), the CUC Administrative Board, and the Committee on Alumni Trustee Nominations (CATN).
Maintain constituent information, volunteer records, and program databases.
Coordinate Programs and Special Projects:
Lead the coordination and execution of volunteer training, onboarding, leadership development programs, and webinars.
Coordinate registration processes for major events, including creating registration experiences, troubleshooting participant issues, reporting, and on-site registration operations.
Develop participant communications, FAQs, and resources that improve the volunteer and attendee experience.
Maintain volunteer program websites, online resources, and internal communication tools.
Plan and Support Signature Events:
Cornell Volunteer Summit
Frank H.T. Rhodes Exemplary Alumni Service Awards
Alumni Trustee Election
Volunteer leadership meetings and recognition events
Responsibilities may include logistics coordination, communications, registration coordination, materials preparation, volunteer support, and event operations.
Administrative and Operational Support:
Perform data entry, reporting, and quality assurance using various university systems and databases.
Support financial and purchasing processes, including invoices, reimbursements, purchase orders, and event expenses.
Assist with travel coordination and other administrative needs for team leadership.
Track projects, deadlines, and operational processes to support team effectiveness and program success.
If you're someone who thrives in a fast-paced environment, enjoys juggling a variety of projects, and takes pride in delivering excellent customer service and administrative support, we'd welcome your application (to include a cover letter and resume)! Join us in helping create meaningful connections between Cornell and the thousands of alumni volunteers who make an impact around the world.
What We Need
A cover letter and resume outlining your interest and how your experience and goals align with the potential for mutual success in the role are required for consideration.
High School Diploma and two to four years relevant experience or equivalent combination.
Advanced knowledge of Microsoft Office (including Outlook Email and Calendaring, Teams, Word, Excel, and PowerPoint), databases, networked informational systems, the internet, and communication systems.
Must be organized, detail-oriented, able to work with and around extremely sensitive and confidential information. Proven ability to maintain organized and accurate electronic files, records, contact lists, templates, and other program documentation to support effective team and volunteer operations.
Excellent customer service and interpersonal skills.
Effective verbal and written communication skills.
Able to work under pressure in a fast-paced environment and meet deadlines.
Ability to balance multiple tasks received from many team members.
Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.
It Would Be a Bonus if You Have Any of the Following
Associate’s Degree and two to four years relevant experience or equivalent combination.
Prior work in higher education administration, alumni affairs and development, or volunteer management.
Experience with or aptitude and willingness to learn the following programs: iModules, PeopleSoft, Oracle Business Intelligence (OBIEE), Tableau, Qualtrics, Zoom, CampusGroups, AlumnIQ, Basecamp or other project management tools, and Google Workspace.
Important Notes About Applying
A cover letter and resume outlining your interest and how your experience and goals align with the potential for mutual success in the role are required for consideration.
This position is eligible for a hybrid work arrangement. Employees typically perform this role on-campus 2 days per week and remotely 3 day per week.
There is no relocation assistance available for this position.