Receptionist and administrative specialist program director

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Title: Receptionist and Administrative Specialist to the Program Director

Location: Midtown

Org Unit: Administration

Work Days: Monday-Friday

Weekly Hours: 35.00

Exemption Status: Non-Exempt

Salary Range: $31.32 - $36.10

• As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices
  
  

Position Summary

The Receptionist and Administrative Specialist to the Program Director serves as the primary administrative support for the front office of the Weill Cornell Medicine Physician Assistants Program and provides direct assistance to the Program Director. This role is the first point of contact for visitors, students, and faculty, ensuring a welcoming and professional environment. The position also supports the Program Director with scheduling, communications, meeting coordination, and general administrative tasks critical to program workflow.

Job Responsibilities

• Serve as the first point of contact for students, faculty, staff, and visitors to the PA Program office, providing courteous and professional assistance and support team with problem solving.
• Manage the main program phone line, voicemail, and general email inbox; direct inquiries to appropriate personnel.
• Greet and check in visitors, coordinate with faculty/staff as needed, and manage front desk sign-in procedures.
• Maintain the cleanliness and organization of the reception area, lobby, and shared program spaces.
• Receive and distribute mail, packages, and internal communications.
• Manage the Program Director's calendar, schedule meetings, and coordinate logistics for internal and external appointments.
• Coordinate and organize faculty and staff meetings, retreats, and other program events.
• Attend meetings with Program Director as needed and prepares meeting agenda and minutes.
• Assist Program Director in scheduling, registration for conferences/travel; process conference, CME and other Program Director and program faculty reimbursements.
• Draft, proofread, and format correspondence, memos, reports, and other communications on behalf of the Program Director.
• Maintain confidential program files, accreditation documentation, and records as directed.
• Support the planning and coordination of special projects, initiatives, and events led by the Program Director.
• Order and track office supplies; maintain inventory of program materials.
• Provide administrative support to faculty and staff as needed, including printing, copying, and scheduling requests.
• Assist in maintaining up-to-date directories, email lists, and program calendars.
• Perform other duties as assigned to support the overall success of the department and organization.
  
  

Education

• Associate's or Bachelor's degree preferred.
  
  

Experience

• 2-3 years of administrative or front desk experience in an academic, healthcare, or professional office setting.
• Prior experience supporting senior leadership or program directors is a plus.
  
  

Knowledge, Skills And Abilities

• Professional, welcoming demeanor and excellent customer service skills.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with Microsoft Teams preferred.
• Highly organized and detail-oriented with the ability to manage multiple tasks.
• Ability to handle sensitive information with discretion and confidentiality.
• Demonstrated initiative, reliability, and ability to work independently and as part of a team.
  
  

Licenses and Certifications

Working Conditions/Physical Demands

This position is not eligible for remote work and requires physical presence during standard working hours. May require occasional evening or weekend hours for special events.

Cornell welcomes students, faculty, and staff with diverse backgrounds from across the globe to pursue world-class education and career opportunities, to further the founding principle of "any person, any study." No person shall be denied employment on the basis of any legally protected status or subjected to prohibited discrimination involving, but not limited to, such factors as race, ethnic or national origin, citizenship and immigration status, color, sex, 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.

Cornell University embraces diversity in its workforce and seeks job candidates who will contribute to a climate that supports students, faculty, and staff of all identities and backgrounds. We hire based on merit, and encourage people from historically underrepresented and/or marginalized identities to apply. Consistent with federal law, Cornell engages in affirmative action in employment for qualified protected veterans as defined in the Vietnam Era Veterans' Readjustment Assistance Act (VEVRRA) and qualified individuals with disabilities under Section 503 of the Rehabilitation Act. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.

If you have questions about this posting, please contact [email protected]