Operations Specialist - Physics

New York, United States
Salary Not Specified
Apr 13, 2021
Employment Type
Full Time
Posting Details

Job # 036935 Department Code 00000 Department Physics Job Title Operations Specialist - Physics Location Syracuse, NY Pay Range Commensurate with experience Staff Level S5 FLSA Status 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

The Operations Specialist for the Department of Physics provides a high level of support to the department chair, faculty, and staff. Physics is a large academic department that serves a considerable number of undergraduate and graduate students and has an extensive and varied research program. Responsibilities of this position include advising the chair and stakeholders regarding all University, College and departmental deadlines and events; continually reviewing and recommending improvements and operational efficiencies to the chair and monitoring their implementation by providing guidance and oversight to staff; establishing work priorities/workflow and resolving management or personnel issues; delegating duties, overseeing work products, evaluating and providing direction to staff, and informing the Chair of staff needs, problems, and changes. The Operations Specialist will also be the main person to handle human resource and hiring operations for the department including staff and faculty hiring for administration and research roles, faculty promotion and tenure communication, and planning and execution of major projects related to program accreditation, building facilities, strategic planning, and other large-scale projects related to the physics research and teaching mission.


Bachelor’s degree or equivalent plus 5-8 years of work experience preferably in an academic environment; computer skills; supervisory experience; ability to problem solve issues for undergraduates, graduate students, faculty, staff, and administrators.

Job Specific Qualifications

Current knowledge of university policies and practices and excellent working relationships with personnel at all levels across campus.

Advanced knowledge of Microsoft Office and Adobe Professional suite. High level of research and data gathering ability, analytical skills, ability to read and interpret documents, basic negotiation skills, management and delegation skills, strong organizational skills, advanced verbal and written communication skills, ability to prioritize tasks and manage multiple projects.

Excellent proofreading ability. Working knowledge of university budget systems ( FAB ) and excel. Advanced knowledge of PeopleSoft or related system.


Operations management. Employ sound judgment and good decision-making to manage day-to-day departmental operations, processes, and procedures. Maintain big-picture view of department and College-level milestones to advise Chair and stakeholders regarding all University, College and departmental deadlines and events. Continually review, recommend, and communicate improvements to the Chair and monitor their implementation by providing guidance and oversight to staff. Serve as the go-to resource for faculty and staff by keeping current on College and University policies/activities and maintaining strong professional relationships across campus. Develop methods to transparently communicate processes to all departmental constituents including staff, faculty, students, and alumni. Role may include some basic budgeting requirement to ensure unit does not overspend on operations budgets. In addition, this person serves as liaison to the Dean’s office, develops plans for space and equipment usage, and ensures that plans are made and deadlines are met for annual department activities. May include facilities coordination: keeping multiple facility footprints operational by reporting maintenance problems, submitting work orders, and following up to ensure issues are corrected.

Department Administrator. Provide high-level administrative support to the Chair to meet deadlines and keep the department in good working order. Play regular role in departmental communications to all constituents including staff, faculty, students and alumni. Play an instrumental role in the planning and execution of major projects related to program accreditation, faculty hiring, event planning, staff oversight and reviews, faculty meeting support, travel planning, as well as provide general office support to faculty, staff, and students.

Management / Supervision. Manage the day-to-day operations of the office, supervising staff and establishing work priorities/workflow and resolve management or personnel issues. Hire, train, and place staff for needed roles in the department. Approve timesheets, delegate duties, oversee work products, evaluate staff, provide direction to staff, and inform Chair of staff needs, problems, and changes. Ensure any delegated authorities or duties are properly documented and approved and maintain appropriate internal controls.

Departmental HR Coordinator. Work with faculty to hire research staff including technical staff and postdoctoral research associates. Work with faculty to hire teaching staff including peer instructional coaches and part-time instructors for summer teaching. Work with the Chair and the faculty on faculty recruiting, hiring, retention, and promotion and tenure processes to ensure coordination with the college and university.

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 www.syracuse.edu.

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 https://www.sujobopps.com/postings/86527 Job Posting Date 04/13/2021 Application Deadline Full Consideration By Job Category Staff Message to Applicants

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