Jessica Claire
  • , , 100 Montgomery St. 10th Floor
  • H: (555) 432-1000
  • C:
  • Date of Birth:
  • India:
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Program Assistant II functions within the NYS Integrated Pest Management Program (NYSIPM) with administrative offices located at Cornell AgriTech, Geneva, NY. The overall budget for this department is approximately $2.5 million, which includes Federal Formula/Smith Lever, Unrestricted/Designated, Restricted Gifts (non-sponsored) and Sponsored Grants and Contracts. There are currently 20 academic and staff employees employed within this department. Provide high level, confidential finance and administrative support to the Director and program staff. In consulation with the NYSIPM Director, manage and coordinate the financial, administrative, human resource and business operations for the program. This will include working with Project Investigators (PIs) on pre-award grant and contract submissions of sponsored and other restricted proposals, ensuring that the proposals comply fully with College, University and agency-specific policy guidelines, and are submitted according to agency regulation guidelines. Provide post-award administration of grants and contracts with a responsibility to balance program accounting records with Cornell University accounting, coordinate completion of requests for subcontracts, and submit as required documentation appropriate for auditing purposes. Collaborate and coordinate with College Research Office, Office of Sponsored Programs (OSP), agency representatives and PI’s to respond to pre- and post-award related issues and questions. Provide high quality reporting as needed. Serve as liaison between the Research Office, OSP, ASC and the PIs; coordinating with all during the submission and post-award process. Financial and HR work is done in partnership with the Geneva Administrative Service Center including senior manager oversight.

  • Shows respect for differences in backgrounds, lifestyles, viewpoints, and needs in reference to areas such as ethnicity, race, gender, creed, and sexual orientation.
  • Participated in University Diversity, Ethnicity and Inclusion courses.
  • Flexible, open and receptive to new ideas or changes
  • Multitasks and prioritizes responsibilities
  • Enhances personal knowledge, skills and abilities by completing Research Administration Certification Program (RACP) in 2020 to enhance knowledge in Sponsored grants and the pre-award process
  • Selected Mentor for 7th round of the DFA Finance Mentor Program, 18-20 months, counseling and networking with other finance mentees to increase knowledge and directly impact departments and organizations within Cornell University by helping others grows and succeed
  • Is approachable and strives to satisfy budget deadlines in a timely manner
  • Works effectively and cooperatley with others and offers assistance, support and feedback
Program Assistant Ll, 11/2019 - Current
Emd Millipore Darmstadt, DE,

Administration Support:

  • Provide high-level administrative and technical support to the Director and program staff.
  • Administer business and administrative operations typically encompassing a variety of funding sources.
  • Assist IPM Director in coordinating work flow between IPM program and various County Extension Offices by making initial contacts involving requests for grant proposals, grant and contract submission, employee travel and expenditures by extension personnel. Follow projects and requests for information through to completion.
  • Coordinate and foster partnership with Business Service Center/Financial Transaction Center for appropriate departmental transaction processing.
  • Assure compliance with regulations regarding restricted and sponsored funds account, monitor and advise budget holders on term dates and status of accounts.
  • Communicate directions, policies, and procedures to all staff. Serve as the contact person for all administrative and personnel policies and procedures affecting work and local programs.
  • Facilitate communications and serve as key contact and administrative liaison with agency and organizational leaders, legislators, sponsors, etc.
  • Investigate and recommend departmental and administrative policy and procedures and serve on College and other ad-hoc committees as requested.
  • Design, develop, and implement databases, communications, and other administrative support systems that facilitate and modernize organizational effectiveness.
  • Independently manage the day-to-day operation of the office. Serve as the receptionist, route visitors/incoming traffic.
  • Coordinateand executelogistics for conferences, special events, and NYSIPM Program interviews.
  • Maintain various databases (mailing lists, equipment purchases, staff awards)
  • Monitor and resolve expenditures to stay within budget; oversee department financial accounts; prepare financial reports
  • Prepare correspondences for large mailings
  • Assist in preparing material for staff meetings.
  • Open, sort & date stamp incoming mail. Provide next day mailings.
  • Schedule meetings; order supplies; director’s phone coverage.
  • Email list(s) coordinator
  • Conduct and maintain annual physical space inventory to accurately record space utilization for the IPM building and satellite offices for NYSIPM staff not on Cornell AgriTech campus.
  • Act as the liason for the maintenance, repair, and inventory of equipment and facilities.

Financial and Transaction Management:

  • Handle up to $1500 main procurement requests budget sources totaling 1.5-2.5 million dollars.
  • Monitor program budgets, draft annual budgets for NYS Agriculture and Markets funding and Dept. of Environmental Conservation.
  • Assist in drafting budgets for other grants and contracts. Coordinate and advise PI’s about forms needed, time frames and reporting requirements for various grant proposals, including state, federal and grower/cooperative funded projects.
  • Oversee sponsored (grant) funds, which include screening grant proposals to ensure compliance, setting up accounts and closing with Project Directors and future accounting assistants.
  • Assign and track expenditures and provide NYSIPM Director and PI’s with periodic status of all accounts assigned to the Program. Ensure that expenditures are charged to appropriate grant accounts for auditing purposes
  • Develop, organize monitor and maintain up-to-date budgets for Cornell Cooperative Extension IPM program (grant, federal, college) and monitor budgets during appropriate fiscal year. Ensure up-to-date program fund records. Compile and monitor this process for grant fiscal year cycle.
  • Develop and maintain reports for indirect cost recovery for the college.
  • Responsible for ensuring the accounts are reconciled on a monthly basis, including petty cash.
  • Responsible for receiving and monitoring gifts and approving deposits for IPM accounts for program related college fund accounts.
  • REEPORT/NIMSS Project Management & Reporting; liaison with USDA-NIFA, CUAES, and CCE

Post Award Administration:

  • Provide post-award administration of all grants and contracts. Review terms and conditions of awards. Determine the need for revisions, other amendments.
  • Handle effort certification.
  • Handle special financial projects, assignments from IPM Director.
  • Handle labor distribution costing and adjustments, salary transfers, etc.
  • Prepare and submit cost share reports.
  • Complete new account request forms for all sources of funds and for cost sharing purposes.
  • Provide unit approval for submission of e-docs to ASC for approval.
  • Prepare accounts for timely closure ensuring expenses are compliant, fully expended and any overdrafts are covered.
  • Reviewing incoming transaction documents; validate account coding and business purpose for processing.
  • Provide customer service for faculty account inquiries.
  • Customer service (vendor inquiries, faculty, staff)
  • Customer service liaison with ASC and CALS/HE BSC.
  • Monitor sponsored continuation accounts.
  • Procurement requests through E-shop. Monitor/manage open commitments.
  • Provide accounts for interdepartmental billings.
  • Financial processing of e-docs; transfers, general corrections
  • Maintain list of insured equipment.
  • Monitor lease agreements, terms/renewals, and associated payments.
  • Input information for annual Long View Budget Construction and workforce planning process.
  • Petty Cash Custodian
  • Receive, receipt and endorse incoming cash receipts.
  • P-card authorization transactions up to $1,500

Pre-Award Budget Preparation/Development:

  • Review trends, develop budgets, including any cost share required, for all proposals
  • Oversee pre-award administration of grants and provide guidance to Director and other Extension/Senior Extension Associates.
  • Prepare and submit grant proposals via . and grants gateway.
  • Maintain calendar on upcoming proposal due dates.
  • Maintain grants database; data entry to local database, file retention.
  • Prepare and maintain current and pending reports.
  • Coordinate with PI's technical report deliverables; uploads to RASS.
  • Coordinate submission of non-disclosure agreements.
  • Review and adhere to sponsor requirements for solicitation guidelines and RFPs, and provide copies of RFPs to CALS Grant and Contract Officer as needed
  • Determine proposal type (pre-proposal, new, revision or supplement).
  • Critically review proposals to ensure they are in compliance with College and University policies and procedures, indirect cost and fringe benefit calculation, cost share guidelines, and the sponsors procedures and instructions.
  • Coordinate the completion of the request for subcontracts and consultants for submission to OSP.


  • Plan, schedule and review work of office support staff, including regular full and part-time and temporary or casual employees.
  • Conduct performance evaluations for regular full or part-time office employees.
  • Ensure assignments from program staff receive proper priority and are completed on a timely basis.

Human Resource/Staffing Support (Partner with Cornell AgriTech HR Representative):

  • Assist the Director and academic staff to develop position descriptions. Work with CALS Human Resources (HR) to establish and post new positions. Assist in the development and monitoring of affirmative action recruitment plans. Coordinate the search process.
  • In coordination with CALS HR, coordinate the submission of paperwork for the reappointment of academic staff. Supervise the coordination of the performance review process for all IPM staff.
  • In conjunction with CALS HR, handle process for promotion and termination of support staff.
  • In collaboration with CALS HR, assist IPM Director with annual salary improvement program.
  • Review appointment and termination forms using the CALS HR Term Report.
  • Work with Director and other academic staff in the processing of paperwork to request reclassification reviews.
  • Prepare confidential personnel documents and maintain confidential personnel files.
  • Provide account coding for hire requests.
  • Handle HR hiring documentation, meet with new hires for Unit orientation.

Professional Development:

  • Keep abreast of sponsored fund environment, including new compliance requirements and new technologies developed for Colleges and Universities. Provide continuity and history for department.
  • Remain conversant with and adapt latest electronic proposal submission tools (e.g., NSF , , etc.). Use RASS Portal to establish new program awards.
  • Represent IPM on committees, work groups and in meetings involving pre and post-award grant issues as needed.
  • Attend DBA, FRS and OSP round table meetings as relevant.
  • Seek out and attend educational seminars and training meetings as required.
  • Continuously maintain all required educational and position qualifications to fulfill job requirements.
Program Coordinator, 04/2021 - 11/2021
Lockheed Martin Dahlgren, VA,
  • Monitored Maddie's Shelter Medicine Program budget by expense line
  • Collaborated with College computer programmer to create, design, oversee, update research and information on Shelter Medicine interactive webpage
  • Updated and monitored social media outlets such as Shelter Medicine Facebook page
  • Collected and monitored donor gift awards to the program
  • Coordinated internship program for incoming shelter medicine program students
Administrative Assistant, 12/2014 - 11/2019
Cornell University, CALS City, STATE,
  • Liaised with program administrator to handle budget and administrate requests from Director.
  • Organized and maintained filing and document management systems by coordinating, archiving and purging files.
  • Handled management of communication to executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence.
  • Arranged travel and hotel accommodations for domestic business meetings and trips.
  • Liaised with accounting service center to handle transactions, purchase orders, disbursement vouchers and reimbursements.
Education and Training
Master of Science: , Expected in 2007
Nazareth College of Rochester - ,
GPA: 4.0
Bachelor of Arts: English, Expected in 2005
Ithaca College - ,
GPA: 3.2, Deans List; Multicultural Award

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  • Ithaca College

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