Office Coordinator IV

Posting Details



Job # 037102 Department Code 00000 Department Engineering & Computer Science Job Title Office Coordinator IV Location Syracuse, NY Pay Range Commensurate with experience Staff Level S4 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 administrative support to department faculty and staff. Responsible for faculty and staff searches, planning of department events including retreats, seminar speaker schedules and distinguished lecture series. Assist the chair in preparing materials for recruiting and development. Monitoring and reconciling of procurement card expenses, assist with preparation of travel vouchers, requisitions and IDs. Prepare recruitment materials, maintain office supply inventory and order office supplies. Maintain department key log and key distribution, retrieve and sort mail, process Federal Express shipments and receive and process deliveries, make parking and hotel reservations for visitors. Act as back up for department payroll entry and course scheduling.

Qualifications

Two to four years of college and 3-5 years of administrative support experience in an academic setting are desirable.

Job Specific Qualifications

Proficiency with Microsoft Office applications including MS Word and Excel.

Excellent oral and written communication skills.

Ability to work independently. Excellent time management and organizational skills.

Institutional knowledge, discernment and judgment.

Ability to interact with a diverse body of students and faculty.

Collaboration with other staff members

Responsibilities

Reliably and proactively maintain Department Chairs calendar ensuring that all appointments are entered on calendar a timely fashion and all deadlines are noted. Make Department Chair travel arrangements, schedule meetings, and outside communications as requested. Attend various meetings and record minutes at meetings as requested by the Department Chair. Manage timely completion of annual faculty CV update process. Organize the process of faculty tenure and help prepare tenure promotion packages.

Assist Department Chair with confirmation of classes and assignment of instructors to classes each semester. Assist Department Chair and Budget Administrator with various special reports, projects, events and daily duties as requested.

Manage office supply inventory, order supplies, and assist with preparation of travel vouchers, requisitions, and IDs. Retrieve and sort mail, process federal express shipments and receive and process package deliveries. Maintain key log and distribute keys as needed.

Maintain calendar and schedule of department conference room. Answer front office phone. Prepare and continually update the Department information folders which are available to students at both Fall and Spring receptions. Order textbooks, contact publishers, handle Department mailings.

Manage and reconcile procurement expenses for department faculty on a monthly basis following university policy.

Administer all faculty and staff searches following university policy and procedures. Completion of the online search proposal, hiring proposal and offer letters. Prepare re-appointment letters for all faculty, part time professors and postdocs. Create and maintain the schedule for letters, and retain copies of letters in the department file.

Independently plan and coordinate department events such as faculty retreat, seminar speaker visit schedules, and faculty meetings as needed. Make parking reservations and travel reservations for visitors as needed.

Physical Requirements

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Tools/Equipment

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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.

EEOC

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/87196 Job Posting Date 06/16/2021 Application Deadline Full Consideration By Job Category Staff Message to Applicants

Syracuse University is interested in candidates who have the communication skills and cross-cultural abilities to maximize their effectiveness with diverse groups of colleagues, students and community members. Women, military veterans, individuals with disabilities, and members of other traditionally underrepresented groups are encouraged to apply. Syracuse University is an equal opportunity employer, as well as a federal contractor required to take affirmative action on behalf of protected veterans.