Administrative Assistant I

Posting Details

Posting Details



Job # 038609 Department Code 21820-3020 Department Biology Job Title Administrative Assistant I 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
This position handles a variety of tasks providing operational support and general assistance to students, faculty, and staff, and in particular the department chair.
These tasks include scheduling/calendar management, room bookings, seminar arrangements, promotion and technical support, travel arrangements, listserv, directory and contact list management and updates, documenting space assignments and usage, social media management and regular postings, organizing and writing departmental newsletters and website updates and departmental correspondence. Qualifications

• High School Diploma with 3 years experience.
• Associate’s degree or equivalent preferred plus 2-4 years office experience preferably in an academic environment.

Job Specific Qualifications

• Solid understanding of Microsoft Office and Adobe Professional suite, with the ability to create and revise documents.
• Good oral and written communication skills.
• Strong social media skills and ability to write news documents and social media posts.
• Solid interpersonal skills including assertiveness.
• Good organizational skills, and the ability to multi-task in a fast-pace professional environment.
• Ability to maintain a high level of confidentiality with sensitive information.
• Knowledge of PeopleSoft or related system is preferred but not required.

Responsibilities
Perform administrative and social media / alumni engagement duties.

• Manage and coordinate departmental calendars, schedules, room reservations, and appointments. Maintain departmental files and documentation. Provide general office support.
• Assist in the preparation and editing of correspondence, coordinate mailings, manage department listservs.
• Maintain and update the Biology department’s and Neuroscience’s program website content and Biology department’s social media outlets.
• Regularly post about departmental news on website and social media outlets.
• Provide support to faculty for website updates.
• Organize and assemble departmental alumni newsletters.
• May train and provide evaluative feedback for student employees.
• Adapt and retool as campus business processes develop over time and, as a result, assignments are reviewed and revised.
• Serve as back-up initial departmental representative to incoming constituencies as appropriate, performing customer service duties by providing general information, managing package deliveries and outgoing mail and deliveries.
• Serve as back-up for others with associated tasks.

Support departmental seminars and faculty candidate visits

• Organize travel and reimbursement of visitors.
• Organize visit schedules, including coordinating with other departments and schools on campus where appropriate.
• Set up and promote seminars.
• Provide basic technical assistance to seminars.

Process expense transactions associated with the operation of the office.

• Process employee expense vouchers, travel vouchers, credit card reconciliations associated with seminars and faculty candidate visits.
• Assist with planning and execution of department events.
• Reconcile procurement card statements.

Support Chair’s projects and calendar

• Manage chair’s calendar, including coordinating with other units on campus.
• Schedule various types of meetings with faculty (R&R and faculty mentoring meetings, departmental committee meetings, faculty meetings, etc.)
• Manage projects on behalf of the chair (e.g. design and purchasing of departmental thank you cards, filing and updating departmental policies and procedures, archiving and planned destruction of departmental paperwork, etc.)

Other duties as assigned. 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 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. 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 https://www.sujobopps.com/postings/94334 Job Posting Date 07/05/2022 Application Deadline Full Consideration By Job Category Staff Message to Applicants