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Administrative Specialist I

Posting Details

Posting Details



Job # 039198 Department Code 31301-0097 Department Veteran & Military Affairs 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
Reporting to the Chief Operating Officer for the D’Aniello Institute for Veterans and Military Families, the Administrative Specialist serves as the primary point of contact for internal and external constituencies and visitors to the IVMF and Office of Veterans and Military Affairs. This key role provides high-level administrative support by handling information requests, preparing reports, and performing various administrative functions. Qualifications
Associates or Bachelor’s Degree and/or a minimum of 3-5 years of experience of varied administrative experience required.
Familiarity with University Operations is highly preferred. Job Specific Qualifications
  • Excellent verbal, written, and communication skills, with a proven ability to interact professionally with a diverse population
  • Diplomacy, problem solving and the ability to work in ambiguous and/or dynamic situations.
  • Office 365 proficiency
  • Strong organizational skills, attention to detail and follow through
  • Team player
  • Ability to work under pressure and manage competing priorities
Responsibilities
  • Provide high-level administrative support, and serve as the primary point of contact for internal and external constituencies and visitors, for the Division of Strategic Initiatives and Innovation, to include the Office of Veteran and Military Affairs, and the D’Aniello Institute for Veterans and Military Families:
  • Maintain current knowledge of all relevant resources and services available within the IVMF and OVMA to independently respond to inquiries for information from inside and outside the University.
  • Prepare reports and correspondence, receive visitors and daily mail, maintain check logs, arrange conference calls, and schedule meetings.
  • Maintain supply inventories to include commissary, general office supplies and reception area collateral display, and includes tracking and use of ePro to order supplies.
  • Assist with shipping & mailings, to include supporting shipping needed for conferences and events associated with the IVMF and OVMA
  • Serve as backup for Executive Assistant to the Vice Chancellor – to include scheduling meetings, preparing of correspondence, making travel arrangements and answering/directing calls for the Vice Chancellor and other senior staff
  • Collaborate with the Budget team to process travel and employee reimbursements for selected OVMA and IVMF staff; to include managing pro-card transaction reports weekly, collect missing receipt documents and maintain receipt documentation for monthly reconciliations.
  • Make travel arrangements for guests and staff, as requested. Manage and/or assists in all other events related to the IVMF / OVMA that are on and/or off campus.
  • Develop familiarity with data entry and report generation in Citrus (Blackbaud CRM ) and, if necessary, assist with managing records and donor gift transactions
Building/staff administrative support:
  • Coordinate, as needed (at times in conjunction with NVRC Events and Facilities Coordinator):
  • VIP & Other Event Planning within the IVMF / OVMA for all scheduled visitors to ensure all their needs (parking, lodging, transportation) as well as the needs of the staff (meeting rooms, catering, and A /V requirements) are met. Work closely with Campus catering and DPS (when needed) to coordinate high profile visits for VIP guests on campus.
  • The scheduling of meetings/locations within the NVRC, any parking requests at the NVRC ; requests for keys needed for staff and the return thereof
  • Addressing building needs (to include, office furniture and equipment requests, room reservation requests, parking requests, key requests, etc).
  • Support other team/organization wide events and/or activities, such as Team Mate of the Quarter recognition, Professional Development events for staff and the annual Thanksgiving and Holiday Families programs.
  • Responsible for tracking all office location assignments for team members and maintaining a current staff phone list to include office phone, cell number and email addresses.
  • Create office signage for all staff within the NVRC when needed, create front screen greetings for guests of the IVMF and OVMA and forward onto siihelp@syr.edu to arrange display on various screens
  • Collaborate with the Budget team to maintain Standing ID’s at the end of every Fiscal Year for various Departments on Campus (facilities, parking, mail services, warehouse, shredding, etc.).
Supervision of front desk student employees:
  • Ensure adequate coverage during office hours.; and approve work hours weekly through MySlice.
  • Train the administrative student employees to assist with various administrative responsibilities, including but not limited to Emergency Procedures and documentation of front desk coverage Standard Operating Procedures manual.
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. 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 https://www.sujobopps.com/postings/96988 Job Posting Date 11/30/2022 Application Deadline Full Consideration By Job Category Staff Message to Applicants

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