Administrative Specialist I
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
Under the direction of the Associate Dean for Research and Creative
Activity, the Administrative Specialist assists with the daily
activities and operations for the Office of Research and Creative
Activity within the Newhouse School.
This position requires use of discretion, confidentiality, and
considerable independent judgment in a high pressure, high volume,
fast-paced work environment. There is extensive and intensive
contact with students and faculty, and a large amount of
collaboration with various staff and departments from within the
Newhouse School as well as various offices around the SU campus.
This position will oversee day-to-day operations of office
- Bachelor’s degree required
- Master’s degree preferred.
- 3-5 years experience in a university setting, preferably with
knowledge of research grants and sponsored funding processes.
Job Specific Qualifications
- High level computer skills with ability to work in an online
environment for calendar scheduling software, budgetary portals,
grant applications, and conference and meeting presentations.
- Demonstrated ability to work in a high volume office with
Administrative Support to Associate Dean & Office of Research
& Creative Activity: (50%)
- Responsible for administrative duties that require independent
judgement and confidentiality; manage the Associate Dean’s
calendar; prep Associate Dean daily/ weekly by staying ahead of
scheduled items to ensure they are prepared; make travel
arrangements; organize meetings with department chairs and faculty;
preparation of correspondence, reports, etc. as requested by the
- Assist the Associate Dean in oversight of graduate assistants
- Reconcile credit cards for the office, and prepare reports and
updates as required by the Budget office. Track the use of
discretionary funds for the office.
- Responsible for researching and compiling various forms of data
(i.e., travel arrangements-airfare, bus companies, restaurants, and
competitive program information.)
- Provide support and assistance for meetings led by the
Associate Dean. Send out materials in preparation to all members
and take minutes at each monthly meeting.
- When necessary, help coordinate events, book accommodations for
guest speaker events, room reservations, and assist with
- Provide back-up support for staff in the Office of Research
& Creative Activity when needed.
Program Support: (40%)
- Grant Support – Assist with specific tasks related to grant
preparation, submission, reports, and post-award grant execution;
faculty meetings related to grant interest.
- Research Aide Program – Oversee the day-to-day administration
of the Newhouse Master’s graduate research aide (RA) program during
Fall and Spring semesters. Includes the writing and distribution of
the job call requested by faculty to all Master’s graduate
- Manage student applications for distribution to faculty members
for review and approval.
- Advise all RA student hires (domestic and international)
through the hiring process.
- Ph.D./Media Studies Programs – Assist with duties related to
program recruitment, registration, and other academic activities.
Includes creation and maintenance of program social media sites
(Facebook, Twitter, Linkedin, etc.).
- Faculty Development/Ph.D. FPP – Assist with preparation of
materials, ordering food, books and other tasks for monthly
meetings for Future Professoriate Program
- Tenure & Promotion – Provide support for tenure and
promotion responsibilities when needed.
- Conference Support – Assist with activities related to internal
events such as the Newhouse Symposium and external conferences such
as NCA, ICA, or AEJMC .
(Note: time requirement in support of this duty fluctuates greatly
depending on the date of next reaccreditation review.)
- Assist the Associate Dean in the coordination the Newhouse
School’s reaccreditation review by the Accrediting Council for
Education in Journalism and Mass Communication.
- Analyze previous and current self-study reports to provide
direction for future self-study reviews.
- Act as gatekeeper for information provided by various internal
departments and offices on campus to be reported in final
self-study report. If needed, help coordinate AEJMC Site Team visit
including all travel arrangements, visit itinerary, and meeting
schedules. Requires evening and weekend hours as needed.
- Other duties as assigned.
Enter Physical Requirements or “Not Applicable”
Enter Tools/Equipment or “Not Applicable”
In addition to completing an online application, please attach a
resume and cover letter.
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