Administrative Assistant II

Syracuse University
New York, United States
Salary Not Specified
Start date
Jun 30, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
Posting Details

Job # 037131 Department Code 21825-3210 Department Physics Job Title Administrative Assistant II 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
The Administrative Assistant II will provide administrative support for a thriving, research-intensive department. Under the direction of the Operations Specialist, the successful candidate will work with the Operations Specialist and Budget Manager to administer departmental office operations while ensuring compliance with department, college, university, and sponsor guidelines. Following current university policy, ensure the accurate and timely work on purchasing including large equipment purchases, establishing and maintaining standing orders with approved vendors, procurement card reconciliation, travel reimbursement, and processing of honoraria. This position also requires administrative support for guests to the department and communications including social media. Support for academic administrative tasks and serve as back-up for the academic coordinator within the department. Qualifications
• Associates degree, or the equivalent and two (2) plus years of experience.
• Bachelor’s degree and office experience in an academic environment preferred. Job Specific Qualifications
• Skilled in Microsoft Office and Adobe Professional suite, with the ability to create and revise documents.
• Excellent oral and written communication skills and customer service ethic.
• Detail oriented.
• Strong interpersonal skills.
• Strong organizational skills, problem-solving skills, and the ability to multi-task in a fast-pace professional environment.
• Ability to maintain a high level of confidentiality with sensitive information.
• Ability to read and interpret documents, ability to prioritize tasks and manage multiple projects.
• Knowledge of PeopleSoft, Hyperion, or related system preferred. Responsibilities
• Be present in the office to provide services to campus constituents.
• Handle a wide variety of departmental functions supporting students, faculty, and staff.
• Provide efficient, effective, and accurate administrative assistance and task coordination to support the work of the department.
• Compile information for meetings, prepare reports, and provide conclusions and recommendations for solutions to administrative problems.
• Meet internal and external deadlines.
• Coordinate office needs, including the organization of meetings, calendars, and travel arrangements.
• Manage room calendars for the department.
• Assist with planning and overseeing execution of department meetings, event venues.
• Assist the operations specialist on reviewing, documenting, and updating departmental process.
• Collaborate with other staff to provide necessary coverage for basic office responsibilities.
• Process and assist with tracking of purchases for research and teaching expenses.
• Coordinate with budget manager and budget administrator on standing orders, purchases, helping to reconcile procurement cards, and helping with reimbursement for travel for faculty, staff, and students.
• Assist with employee expense & travel voucher requests.
• Administrative support for large enrollment service courses.
• Academic administration including archiving of syllabuses and student evaluations for each course.
• Back up support for graduate and undergraduate programs, as needed.
• Act as liaison for the department by communicating with other divisions and departments across campus. Interact with faculty, staff, students, and public as needed.
• Perform customer service duties by providing general information and handle/respond to inquiries and complaints.
• Adapt and retool as campus business processes develop over time and, as a result, assignments are reviewed and revised.
• Coordinate communications for the department under the supervision of the Operations Specialist, department chair/director, or designee, including preparing mass mailings, maintaining social media presence, managing departmental group e-mailbox, compiling, and maintaining contact information for outreach purposes.
• Maintain departmental web pages and content and maintain departmental listservs.
• Creating content for mass mailings, managing departmental email mailbox, compiling, and maintaining contact information for outreach purposes.
• Maintain departmental web pages, social media management and maintain departmental listservs. Physical Requirements
Not Applicable Tools/Equipment
Not Applicable 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. 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 Job Posting Date 06/30/2021 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.

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