Facilities Operations Assistant

Cornell Tech is a graduate campus of Cornell University that brings together faculty, students, business leaders, and tech entrepreneurs in a catalytic environment to reinvent the way we live in the digital age.

A hallmark of Cornell Tech is a rapid pace of change and growth, which serve as opportunities to pursue excellence and improvement, not merely scale. We iterate to learn quickly from our activities and to improve our programs and ways of working. We further expect our organizational structure to continue to change, given the pace of our activities and programs and our iterative learning process. We see Cornell Tech serving as a model organization for our students, demonstrating the operations of a highly effective, dynamic, information-age organization.

For information about Cornell Tech please visit https://tech.cornell.edu./

Position Summary

The Building Operations Assistant provides support to the Facilities Management, Safety and Security, and the Events Teams on the Cornell Tech campus, including but not limited to the areas of access control, events, and administrative support.

Successful candidates will need to have and display the following competencies as part of this role:

Instills Trust by following through on commitments; Is seen as direct and truthful; Keeps confidences; Practices what he/she preaches; Shows consistency between words and actions

Nimble Learning when facing new situations; Experiments to find new solutions; Takes on the challenge of unfamiliar tasks; Extracts lessons learned from failures and mistakes

Optimizes Work Processes to get work done; Separates and combines activities into efficient workflow; Designs processes and procedures that allow managing from a distance

Manages Complexity by asking the right questions to accurately analyze situations; Acquires data from multiple and diverse sources when solving problems; Uncovers root causes to difficult problems; Evaluates pros and cons, risks and benefits of different solution options

Essential Functions Include

Access Control-20%

• In collaboration with the Safety and Security department, coordinate overall access control including managing access badges, door schedules, verification of access levels, type and scheduled access.
• Support processing and production of ID card access badges
• Maintain hard key inventories and issuance
• Maintain records related to persons with authorized access, purchases and maintenance of keys, readers and other access components and provide reports when requested

Events-35%

• Assist with pre-, day of, and post-event logistical support and event set up including creating support tickets, uploading attendees' names in the visitor's system, inspecting venue setups, assisting client with any needs, preparing invoices, debrief with client and internal service providers, etc.
• Maintain close working relationships with catering, facilities and IT teams to communicate and review event logistics, room and furniture set up; troubleshoot and resolve any potential concerns
• Maintain event supply inventory and order supplies as needed
• Assist with event coverage and administrative support as needed

Administrative-35%

• Monitor various email boxes for the departments, respond or notify appropriate members of the operations team
• Collaborate with the finance team on relevant matters, e.g., operations procurement and event invoicing
• Support onboarding and offboarding for employees and visitors, related to building safety and access control, in coordination with HR
• Process and monitor orders, POs, service agreements, invoices and payments through the university's procurement systems for facilities, security and events
• Monitor and maintain various spreadsheets related to operations procurement processing
• Assist the facilities team with monitoring inventory, ordering and restocking of supplies
• Other relevant duties as assigned

Other position-related responsibilities- 10%

• Participate in projects or other duties as assigned with occasional work responsibility falling above or below current classification.
• Attend standing team meetings, e.g., weekly events meeting
• Completion of any university required compliance trainings.

Required Qualifications

• High school Diploma and up to 2 years relevant experience or equivalent combination of education and experience.
• Demonstrated verbal and written communication skills with an attention to detail.
• Ability to work under general supervision as both an individual contributor and in a team environment by establishing and accomplishing priorities, coordinating projects and handling multiple tasks simultaneously often with frequent interruptions in a high-volume fast-paced environment.
• Exemplary organizational skills with a keen sense of detail and ability to exercise sound judgment are required. High degree of initiative and creative problem-solving abilities are also necessary in this role.
• Ability to handle highly sensitive and confidential information with tact and discretion.
• Must maintain respectful, positive working relationships with all co-workers and the general public, and use good judgment in recognizing scope of authority. Must represent department in professional, mature manner, and positive, welcoming demeanor are critical. Strong telephone skills and customer service-oriented presence.
• Proficiency in Word, Excel and Outlook is essential. The individual in this position must be able to use a variety of software applications to accomplish tasks; including word processing, database management, spreadsheets, presentation, calendaring, and web applications.

Preferred Qualifications

• Bachelor's degree and/or more years of relevant work experience.
• Proven success in administrative support within academic or similar environment.
• Proficiency in Word, Excel and Outlook essential.
• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.