Administrative Specialist I

Syracuse University
New York, United States
Salary Not Specified
Posted Date
Aug 12, 2022

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

Posting Details

Job # 038806 Department Code 21601-2088 Department Public Communications 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
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 business.
# HEJ Qualifications
  • 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 confidentiality.
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 Associate Dean.
  • Assist the Associate Dean in oversight of graduate assistants each year.
  • 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 publicity.
  • 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 students.
  • 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.
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. EEO Statement
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 08/12/2022 Application Deadline Full Consideration By Job Category Staff Message to Applicants

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