Assistant to the Department Chair of Astronomy / Undergraduate Coordinator

About the Department of Astronomy

Together the Department of Astronomy and Cornell Center for Astrophysics and Planetary Science represent one of the world’s leading institutes for space science with over 110 active researchers.  Research emphases include cosmology, solar system exploration, exoplanet science, and fundamental astrophysics. Graduate students, early career researchers and undergraduates, are actively engaged in current NASA missions, NSF consortia, and CCAT-Prime/FYST. The department and center also run an extensive and robust outreach program to the broader community. The Department of Astronomy hosts 24 faculty members, 36 graduate students, and 14 undergraduate majors. 

The Opportunity

The Department of Astronomy and the Center for Astrophysics and Planetary Science seeks an Assistant to the Department Chair and Undergraduate Program Administrator to provide high-level administrative support in a dynamic, academic environment. In this pivotal role, you will work independently and collaboratively to support the Chair, the Center Director, administer the undergraduate program, manage administrative functions, and play a vital role in supporting our faculty, and special events.

Key Responsibilities include:

Chair’s Administrative Support

• Serve as a trusted assistant to the Chair, coordinating professorial reviews, tenure processes, promotions, and faculty awards
• Maintain the Chair’s calendar, schedule faculty meetings, faculty candidate interviews, and faculty retreats
• Provide administrative support to departmental and visiting faculty
• Prepare confidential materials and reports, serving as a liaison between faculty and the Chair. Take meeting minutes

Undergraduate Program Administration

• Support course enrollment, schedule discussions and labs, and provide Canvas support for Astronomy courses
• Support undergraduate academic programming by assisting with course scheduling, catalog updates, student advising, and backing up others on the team
• Admin support for all astronomy classes, including classroom scheduling, maintaining course catalogue, grade submission, class enrollments, and materials used
• Participate in team planning meetings, contributing to the organization of academic semesters

General Office and Reception

• Welcome visitors and serve as receptionist for the Chair and Center Director’s offices
• Maintain the Center Director’s calendar and schedule meetings/appointments
• Provide administrative support for departmental presentations and manage conference room scheduling. Provide backup to the main office as needed.

Event Coordination

• Coordinate department events, including Fall Welcome, Holiday Gatherings, and award ceremonies, and other events that foster community and engagement among faculty, staff, and students

CCAT Project Support

• Serve as administrative assistant for CCAT project group
• Organize and prepare materials for monthly and bi-annual meetings, take minutes, track resolutions, and maintain CCAT’s collaborative meeting site

Additional Departmental Support

• Maintain departmental websites, including updates for news, personnel, and events
• Participate in projects or other duties as assigned with occasional work responsibility falling above or below current classification

In this role, you’ll be part of a department that values discovery, inclusivity, and a collaborative work environment. Our team supports one another, and we are committed to professional growth and development. This role offers a unique opportunity to contribute to the success of the department and its academic mission. If you are a positive and highly capable administrative professional, we encourage you to apply with your resume and cover letter. Join us in supporting the next generation of astronomers and scientists as we explore the universe together!

What We Need

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

• Associate’s degree and 2 to 4 years relevant experience or equivalent combination of education and relevant experience
• Exceptional organizational and interpersonal skills
• Effective written and verbal communication skills
• Demonstrated ability to meet deadlines and work under pressure
• Ability to maintain utmost discretion, integrity, and professionalism in the management of sensitive/confidential materials and information
• Ability to build and maintain relationships with varied audiences; to create a welcoming environment; and to effectively manage multiple competing deadlines, assignments and projects in a proactive, solution-oriented manner while setting priorities appropriately and paying close attention to details and accuracy
• Demonstrated ability to work independently, use sound judgment in decision making, and contribute to the development of a highly successful, team-oriented work environment
• Must be flexible and have strong customer service skills
• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing
• Passionate about working in an organization that values and promotes diversity, equity, inclusion, anti-racism, and wellbeing

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.

• Proficiency with Microsoft Excel, Word, Outlook, PeopleSoft, Salesforce, Interfolio, Courseleaf, and website updating platforms
• 3-5 years’ experience in an office setting

Rewards and Benefits

• This position is eligible for a hybrid work arrangement. Employees typically perform this role remotely 2 days per week and on-campus 3 days per week. The university reserves the right to modify, suspend, revoke, or terminate the hybrid work arrangement at any time. Hybrid arrangements may begin after a completed probationary period- typically after 3 months or 90 days.
• Cornell receives national recognition as an award-winning workplace for our health, wellbeing, and sustainability.
• 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: Understand Your Benefits | Working at Cornell.
• 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. To offer greater flexibility for observing faiths and traditions we also offer two additional floating holidays. Learn more about our generous leave provisions: Holiday and Accrued Time Off | Working at Cornell
• 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. Learn more about our extensive educational benefits: Education Benefits | Working at Cornell
• Follow this link to learn more about the Total Rewards of Working at Cornell:Total Rewards | Working at Cornell.

Visa sponsorship and relocation assistance is not available for this position.

Cornell is an equal opportunity employer. For more information click here.

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