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Administrative Specialist, West Coast

Syracuse University
California, United States
Salary Not Specified
Posted date
Aug 3, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Development & Advancement, Alumni Affairs, Conference & Special Event Administration
Employment Level
Employment Type
Full Time
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Posting Details

Job # 037299 Department Code 50707-7195 Department Advancement and External Affairs Job Title Administrative Specialist, West Coast Location Los Angeles, CA 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 Los Angeles, CA Unionized Position Code Not Applicable Job Description
The Administrative Specialist is responsible for performing a variety of professional and administrative duties that facilitate the day-to-day operations and event implementation for the Advancement and External Affairs – West Coast Office. Based in Los Angeles, the Administrative Specialist assists in the planning and organizing of special events for the department as well as assists in building operations. He/ She is a liaison to external inquiries and constituents, as well as campus-based units and departments. This position supervises and manages part-time/temporary employees. The position supports engagement activities of the University which may require supporting events on campus in Syracuse, NY. Qualifications
Bachelor’s Degree required.
Excellent customer relations skills.
HTML / Website development knowledge.
Must have a valid driver’s license. Job Specific Qualifications
Working Knowledge of Microsoft Office Suite
Effective verbal and written communications skills.
Experience in prioritizing multiple tasks effectively.
Experience in interacting professionally with a diverse population within a variety of administrative levels.
Experience in performing effectively as a member of a team.
Experience in working both independently and in collaboration with a variety of individuals.
Experience in working effectively in an environment requiring balancing multiple competing deadlines and priorities. Responsibilities
Assist the assistant vice president in developing, organizing, planning and implementing engagement opportunities. Provide coordination with local hotels/conference centers, catering services and events planning. Create and implement system to record RSVPs, event attendance, and other engagement metrics. Attend and support events sponsored by the office of Alumni engagement as support may be needed on campus in Syracuse, NY. Assist with projects and initiatives in Los Angeles related to the institution’s regional presence. Maintain accurate files relating to engagement activities including, but not limited to; RSVP lists; donor information, event evaluations and follow up measures with SU west coast activities. Report results of all interactions, engagement and gifts efforts in the Citrus database including, but not limited to; generate engagement activity reports and system contact reports; coordinate and ensure the accuracy of data entry and maintenance of donor records, and interactions. Perform/coordinate alumni data searches and retrievals to ensure comprehensive invitation lists for events.

Provide in-person reception desk coverage and serve as initial point of contact and greeter for SULA including in-person visitors, calls and correspondence. Manage the calendar for the assistant vice president. Coordinate and maintain electronic master calendar of office/classroom use, regional programs, events and activities. Plan and manage meetings between SUWEST staff, alumni and friends. Schedule, supervise and manage part time, temporary employees. Assist with quarterly Alumni/Regional Board meetings. Assist Regional Development Director with scheduling donor meetings and local council meetings. Communicate with donors and prospective donors in person, by telephone or via email. Provide support for the Asst Dir of Career Services as needed.

Track and oversee office budget and related expenses. Serve as liaison to campus administrative offices including: AEA Budget office, Purchasing, Payroll, Human Resources, Disbursements, Comptroller. Prepare and submit all financial reimbursements, reconcile employee travel expense reports and credit cards for SUWEST office and the assistant vice president. Coordinate all business office activities including billing, contracting, petty cash, supplies ordering, and inventory.

Initiate, plan and coordinate SU west coast social media posts for alumni activities; and build engagement via twitter; Instagram and other communication platforms. Review and edit marketing and promotional literature/items.
Update and maintain the SUWEST website; including monthly Alumni Spotlights, links, invitations, etc. Liason with campus TSS and marketing staff to create and upload invitations for events. Maintain photo galleries ¿ upload and edit photos for website; social network sites.

Function as primary liaison with building management; outside contractors; office maintenance; security/building access systems. Physical Requirements Tools/Equipment 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 08/03/2021 Application Deadline Full Consideration By Job Category Staff Message to Applicants
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