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Administrative Specialist I

Job Details

Posting Details

Posting Details

Job #

Department Code

Auxiliary Services

Job Title
Administrative Specialist I

Syracuse, NY

Pay Range
Commensurate with Experience

Pay Determination

Staff Level

FLSA Status


Standard University business hours

8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)

Hours may vary based on operational needs.

Job Type

Syracuse, NY

Unionized Position Code
Not Applicable

Job Description

This position provides administrative support to the Executive Director Housing & Lodging Service. This important role serves as a representative for the Executive Director while interacting with the University community, parents, vendors and the public. Primary point of contact to review incoming messages and information and respond accordingly. Advises and consults with students, parents and University departments regarding departmental policies. Maintains the Director’s calendar, schedules all travel for the Executive Director and Associate Directors as well as departmental staff meetings. Keeps accurate records for departmental income and expenses, prepares reporting and oversees departmental inventory. Supports the Cisco Finesse phone system for the Housing, Meal Plan and ID Card Services office.


Associate degree required; Bachelor’s Degree preferred, or commensurate customer service and/or administrative work experience. Minimum of three years of administrative support experience in a higher education setting preferred.

Job Specific Qualifications
  • Proficiency in MS Office and Office 365; Attention to detail and problem-solving skills
  • Excellent written and verbal communication
  • Strong organizational skill with the ability to multi-task
  • Knowledge of office management systems (MS Office Suite) and procedures
  • Customer service skills in managing difficult situations
  • Ability to provide feedback and willingness to change with office development and growth.
  • Advise and consult with students, parents and university departments regarding university and departmental policies. Review and analyze incoming messages/information and respond directly or gather data/information for Director’s response. Performs daily/weekly audit of all billing sent to student accounts, deposit all office cash/check payments and reconciles daily credit card transactions. Maintains accurate financial and HMPID office records. Serves as a liaison between the university and selected outside vendors regarding all services provided.
  • Assist in accurately maintaining the calendar, including scheduling all individual staff meetings, for the Executive Director HMPID . Make travel and conference arrangements for the Executive Director and Associate Directors. Renew university membership to various Housing, Meal Plan, and ID Card Services related professional associations (i.e., ACUHO -I, NACCU ). Manage the Cisco Finesse phone system for the Housing, Meal Plan and ID Card Services office.
  • Audit and maintain monthly income and expense records for the department. Manage financial arrangements for office expenses and oversee inventory. Provide annual statistical information to university departments (Risk Managment, Office of Institutional Research and Assessment OIRA, Food Services).
  • Assist with the review and edit of information provided on departmental website (annual update of Terms and Conditions of Student Housing and Housing, Meal Plan, and ID Card Services section of the Tuition, Fees, and Related Policies). Provide student information to representatives of the Department of Commerce, Census Bureau and various monthly/yearly surveys (Americal Community Survey, Consumer Expenditure Survey). Conduct all subsequent contact with students and university officials to inform of the required participation.
  • Collaborate with front line staff to assist with office responsibilities such as helping students, parents and fellow colleagues with answering questions and concerns in person, via email and over the phone.
Physical Requirements

Not Applicable


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.

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