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Office Assistant III

Syracuse University
New York, United States
Salary Not Specified
Posted date
Jul 19, 2021

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

Job # 037225 Department Code 22006-3220 Department Political Science Job Title Office Assistant III Location Syracuse, NY Pay Range Commensurate with experience Staff Level S3 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
To serve as the first department contact for students, faculty, and visitors in person and by phone. To ensure the smooth functioning of the department by evaluating and addressing the day-to-day flow of general office activities. Assist administrative assistant with reimbursements and budget reports. Update, revise and maintain department website. Work with faculty and Registrar’s office on curriculum. Organizer and custodian of information pertaining to faculty searches, promotion, and tenure materials prior to department committee use of materials. Qualifications
Bachelor’s degree or 2-3 years experience in relevant business setting and 2-3 years of experience in website creation and maintenance. Experience working in Microsoft Office, PeopleSoft, and Microsoft Front Page (or similar software packages) strongly suggested. Job Specific Qualifications
Knowledge of academic and administrative structure of the University highly desirable. Must provide rigorous attention to detail, as well as organizing and problem-solving skills. Several years experience with and willing to expand knowledge of website maintenance software and proficiency in the Microsoft suite. Must be able to read and assess interpersonal interactions quickly and respond in a prompt, knowledgeable, helpful, courteous, and respectful manner. Responsibilities
  • Manage travel and expense reimbursements and honorariums; assist administrative assistant with fiscal year budget overview and phone bill reports; budgetary backup to administrative assistant; personal JPMC reconciliation; ordering of supplies requiring inventory.
  • Maintain department website, requiring monitoring faculty documents and assisting faculty in providing accessible documents; draft and distribute or arrange for distribution of the department’s yearly newsletter, event fliers and/or posters; update Maxwell Calendar regarding public events; clean shared computer drive; scheduling seminar room.
  • Administration of online course evaluations in consultation with OIRA ; take faculty meeting minutes, provide to chair; organization and distribution of promotion and tenure materials to external reviewers and to faculty prior to deliberations.
  • Organize travel and interview for faculty searches and graduate recruitment day/weekend, the department’s American Politics Colloquium, and Faculty Manuscript Workshops; includes finding room for event, ordering food, coordinating travel and reserving hotel rooms, honorariums, and on campus event promotion.
  • Working with faculty to submit via Curriculog course regularization and deactivation, and program changes.
  • Collect and maintain syllabi, contact information, office hours, semester and summer course descriptions, etc; work with faculty to revise end of semester final exam schedule as necessary; second backup on course scheduling (Academic Advisor is currently first backup); assist students with registration questions; assign TA bays; maintain and distribute office keys for the department’s faculty, staff and graduate students; send thank you letters to donors to the department.
  • Copying, scanning, receptionist duties (when work-study employee not in office), office equipment maintenance and managing of copy codes; phone line moves and event organizing; scheduling art gallery checks on office art work each spring.
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 07/19/2021 Application Deadline Full Consideration By Job Category Staff Message to Applicants
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