Administrative Assistant II
Commensurate with Experience
Standard University business hours
8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)
Hours may vary based on operational needs.
Unionized Position Code
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.
• Associates degree, or the equivalent and two (2) plus years of
• Bachelor’s degree and office experience in an academic
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
• Detail oriented.
• Strong interpersonal skills.
• Strong organizational skills, problem-solving skills, and the
ability to multi-task in a fast-pace professional
• Ability to maintain a high level of confidentiality with
• Ability to read and interpret documents, ability to prioritize
tasks and manage multiple projects.
• Knowledge of PeopleSoft, Hyperion, or related system
• Be present in the office to provide services to campus
• 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
• Compile information for meetings, prepare reports, and provide
conclusions and recommendations for solutions to administrative
• 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
• 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
• Assist with employee expense & travel voucher requests.
• Administrative support for large enrollment service
• Academic administration including archiving of syllabuses and
student evaluations for each course.
• Back up support for graduate and undergraduate programs, as
• 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
• Maintain departmental web pages and content and maintain
• Creating content for mass mailings, managing departmental email
mailbox, compiling, and maintaining contact information for
• Maintain departmental web pages, social media management and
maintain departmental listservs.
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
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
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
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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.