Administrative Assistant

New York, United States
Salary Not Specified
Apr 07, 2021
Employment Level
Employment Type
Full Time
Posting Details

Job # 036909 Department Code 00000 Department Public Communications Job Title Administrative Assistant Location Syracuse, NY Pay Range Commensurate with experience Staff Level S3 FLSA Status Non-exempt Hours

Standard University business hours

8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)

Hours may vary based on operational needs.

Job Type Full-time Campus Syracuse, NY Unionized Position Code Not Applicable Job Description

Provide primary administrative support to the Senior Associate Dean of Academic Affairs and the Office of Academic Affairs in the Newhouse School. Performs administrative duties that require independent judgment and confidentiality. Serves as gatekeeper for the Sr. Associate Dean and receptionist for the office. Manages calendars, makes travel arrangements, prepares reports and correspondence, supports committees, reconciles budget forms and reports.

Coordinates the complete process for executing the teaching evaluation process for all courses at the Newhouse School. Provides support for active faculty searches.


Bachelor’s degree preferred. 3-5 years experience providing administrative support to senior leadership, preferably in an academic environment.

Job Specific Qualifications

Excellent organizational and time management skills.

Ability to manage and track multiple projects simultaneously.

Excellent computer skills including Microsoft Office Suite.

Advanced knowledge and skill in creating and manipulating spreadsheets to track data and create reports.


- Serve as front desk receptionist for the Office for Academic Affairs Suite. Screen and direct calls as appropriate.
- Responsible for administrative duties and clerical assignments that require some independent judgement and confidentiality; manage the Senior Associate Dean’s calendar and appointments; make travel arrangements for the Senior Associate Dean; organize meetings with department chairs and faculty; assist in the preparation of correspondence, reports, etc. as requested by the Senior Associate Dean and Director of Academic Operations.
- Work with the Sr. Associate Dean to complete the academic resources process each year. This includes collecting requests and data from chairs, working with IT to put together complete proposals, and scheduling the annual meeting.
- Verify and hire teaching project assistants ( TPA ) each semester for faculty who submit appropriate requests, after approval from the Sr. Associate Dean.
- Reconcile credit cards for the office, and prepare reports and updates as required by the Budget office. Track the use of discretionary funds for the office.
- Maintain tracking of tenure status for full-time faculty.

Provide Office for Academic Affairs support to five to 10 full-time faculty searches each year. Work with each designated search committee administrative support staff member (and occasionally the search committee chair) throughout the search process to provide guidance and track each search from beginning to completion. Prepare reports and compile data at the request of the Sr. Associate Dean regarding search committee work, applicant tracking, on-campus interview itineraries, etc.

- Coordinate and complete teaching evaluations for residential, full semester and early ending courses for fall, spring and summer semesters.
- Review all courses on TK20 to be sure they are listed, have the correct enrollments, professors, and courses that meet together are combined for evaluation purposes.
- Review and maintain all teaching evaluation documentation, databases and items required for accreditation.
- Use Watermark with TK20 to review, create and enter all teaching evaluation information.

- Provide support and assistance to the Executive Committee. Send out materials in preparation to all members and take minutes at each monthly meeting. (currently Robyn)
- Assist with preparation of materials, ordering food, books and other tasks for monthly meetings of the Newhouse Future Professoriate Program.
- Assist the Director of Academic Operations with Academic Integrity as needed. This may include printing out materials, checking on availability of students for panels, or scheduling rooms for hearings.
- Assist the Director of Academic Operations and Curriculum Specialist in setting up meetings, general office tasks including being one of the back-ups for R25 room scheduling, and other assignments as needed.
- Serve as back-up to the Director of Academic Operations for R25 room scheduling needs.

Physical Requirements




Application Instructions

In addition to completing an online application, please attach a resume and cover letter.

About Syracuse University

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and nearly 150 years of history, Syracuse University offers a quintessential college experience.

The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors and 100 minors offered through 13 schools and colleges; nearly 15,000 undergraduates and 5,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit

About the Syracuse area

Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.


Syracuse University is an equal-opportunity, affirmative-action institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.

Commitment to Supporting and Hiring Veterans

Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.

Commitment to a Diverse and Inclusive Campus Community

Syracuse University maintains an inclusive learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of campus life reflect a diverse, multi-cultural, and international worldview. The University community recognizes and values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, military backgrounds, religious beliefs, socio-economic status, cultural traditions, abilities, sexual orientations and gender identities. To do so, we commit ourselves to promoting a community that celebrates and models the principles of diversity and inclusivity.

Quick Link Job Posting Date 04/07/2021 Application Deadline Full Consideration By Job Category Staff Message to Applicants

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