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Administrative Specialist I

Syracuse University
New York, United States
Salary Not Specified
Closing date
Sep 6, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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Job Details

Posting Details

Job # 037223 Department Code 21802-3015 Department Arts & Sciences - Honors Job Title Administrative Specialist I 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 Specialist supports the day-to-day operations of the Renée Crown University Honors Program and Center for Fellowship & Scholarship Advising ( CFSA ) and is present in the office to provide services to campus constituents. The position administers and tracks the budget and reconciles all expenditures by faculty, staff, and students. Works closely with student grant recipients to purchase supplies, book travel, and monitor budgets. Responsible for completing payroll, HR forms, and appointment processes for part-time faculty and SU faculty.

The position provides general administrative support to Honors and CFSA staff, supervises student employees, oversees Honors space, and assists with data maintenance and communication. The position also coordinates Honors and CFSA events including Welcome dinners and Honors convocations, and other smaller-scale events. Qualifications
Bachelor’s Degree or equivalent combination of education and experience.

4-5 years of administrative, higher education, student services or managerial experience. Job Specific Qualifications
  • Strong in Microsoft Office and Adobe Professional suite, with the ability to create and revise documents.
  • Excellent written and verbal communication skills.
  • Highly detail oriented individual with a strong capacity for reading and comprehending large and complex documents and applying that knowledge as needed.
  • Exceptional customer service ethic and problem solving abilities.
  • Ability to handle multiple priorities and requests.
  • Knowledge of PeopleSoft or related system.
Perform duties that require independent judgment and a high level of confidentiality. Be present in the office to provide services to campus constituents. Serve as go-to resource for faculty and staff by keeping current on College and University policies/activities and maintaining strong professional relationships across campus. Provide assessment and recommendations on unit policy changes to Chair/Director.

Handle a wide variety of departmental functions supporting students, faculty, and staff. Which specific duties mentioned below are performed, and the time spent on each, is determined by the structure and size of the department.

Primary office administrator to support the work of the department and monitor the daily operations within the office to assure that business runs smoothly.
  • Coordinate office needs, including the organization of meetings and calendars, travel arrangements.
  • Prepare promotion and tenure documents for faculty, coordinating distribution and collection of materials from inside and outside reviewers, organizing reviewer meetings, formatting and copying documents in compliance with college requirements.
  • Spearhead the coordination, planning, budgeting, and execution of department special events, providing event supervision and support during the events.
  • Administer search proposals and provide logistical and administrative support for faculty search activities.
  • Coordinate facilities, keeping departmental spaces, including offices, operational by reporting maintenance problems, submitting work orders, and following up to ensure issues are corrected.
  • Hire, train, supervise, and evaluate student employees.
  • Supervise, mentor, and evaluate office coordinator staff. Ensure any delegated authorities or duties are properly documented and approved, and maintain appropriate internal controls.

Manage course and section data for course catalog and time schedule of classes. Manage student registration. Manage staff office during opening weekends for student enrollment support.

Budget and Payroll Responsibility
  • Process and track expenses associated with the operation of the office, faculty research, and occasional sponsored funds. Includes, but is not limited to, processing employee expense vouchers, travel vouchers, credit card reconciliation; regular review of expenses and general ledger to ensure accuracy, and determining resolution of issues discovered during review and reconciliation of accounts.
  • Monitor scholarship credits, financial aid awarded, and graduate assistants/teaching assistants/research assistant awards.
  • Prepare reports as requested.
  • Manage and monitor all payroll and time entry processes.
  • Work with college Budget Office staff to resolve budget questions and assist in requests from the Dean and the Office of Budget and Planning.

Act as liaison for the department by communicating with other divisions and departments across campus. Interact with faculty, staff, students and general public as needed. Perform customer service duties by providing general information and handle/respond to inquiries and complaints. Physical Requirements
Enter Physical Requirements or “Not Applicable” Tools/Equipment
Enter Tools/Equipment or “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 07/15/2021 Application Deadline Full Consideration By Job Category Staff Message to Applicants
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