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
The Syracuse University Humanities Center (HC) invites applications
for an Administrative Specialist to join our dynamic team. The HC
facilitates research, programs, and collaborations across the
University, community, and state, via public programming, funding
awards, fellowships, post-doctoral residencies, research-support
initiatives, and more. This shared position primarily supports
Center and CNY Humanities Corridor [ CNYHC ] operations, and some
aspects of the Engaged Humanities Network ( EHN ), a College of
Arts & Sciences [A&S] initiative. May also involve some
administrative support of an additional A&S committee / group
tied to humanities research initiatives.
Applications Submitted by or before May 17, 2023 will receive
Job Specific Qualifications
- Bachelor’s Degree or equivalent combination of education and
- 4-5 years of administrative, higher education, student services
or managerial experience.
Position requires high level project management, continuous
attention to detail, superb organization, excellent customer
relationship skills, and nuanced communication aptitude. Ability to
handle competing deadlines, pivot between tasks, and work in an
open environment a must. Proficiency with Microsoft Suite (for word
processing, Excel spreadsheets, etc.) and Adobe Acrobat (.pdfs), at
minimum. Demonstrated ability to write (reports, correspondence)
with clarity and accuracy, tailored to different audiences and
needs. Database fundamentals (adding, removing, sorting,
summarizing). Technical knowledge / troubleshooting of conferencing
apps, audio, web cams, etc. Calm, courteous, problem-solving
abilities. Ability to work both autonomously and collaboratively,
Other useful skills include experience with video
editing/captioning, facility with accessible format document
creation and remediation, familiarity with digital media platform
use / maintenance (website, Facebook, Instagram). Knowledge of SU
processes and procedures a plus.
FRONT OFFICE MANAGEMENT
- Serve as key point of contact for all programs: greet visitors,
emailers, callers with positive, courteous, informed approach.
Consult resources to independently respond to inquiries and/or
forward messages to appropriate program leaders/managers.
- Manage HC / EHN spaces, maintaining order, cleanliness,
repairs. Oversee HC room reservations / correspondence. Maintain
tech and guides for seminar room, support guest users of
- Work with building manager, campus facilities, relevant vendors
to initiate repairs or renovations, services, replacements.
- Oversee deliveries, monitor inventories, procure necessary
- Provide consistent (M-F/business hours) presence and oversight
for daily activities in HC offices, library, seminar room.
- Adapt and retool as campus business and research operations and
processes develop over time and, as a result, assignments are
reviewed and revised.
ADMINISTRATIVE SUPPORT FOR HC, CNYHC, EHN
- Provide operational assistance to directors, staff and others
directly affiliated with these programs: manage calendars; maintain
records; create, proofread, and file minutes, award letters,
- Interact frequently (verbal and written) with leadership within
the College, University, and external constituents.
- Facilitate grant, sponsorship, fellowship, award cycles:
prepare and coordinate application forms, rubrics, and support
selection meetings (set meetings, distribute materials, take
- Collect and summarize data for various reporting needs.
- Help prepare, proofread, circulate reports and correspondences
(e.g., award letters, sponsorship agreements, grant report
- Coordinate shared calendars, issue meeting polls and other
detailed invitations; maintain operational records across these
- Supervise student assistants and employees supporting
ACCESSIBLE - FORMAT PROGRAMMING / EVENT PLANNING AND MANAGEMENT
- Establish and coordinate all details for on-campus, off-campus,
hybrid, and/or remote-format research events and meetings: procure
venues, furniture/equipment rentals, tech/accessibility services (
CART / LEMP / ASL ), catering, auxiliary services,
printing/production costs, etc. Oversee event set-ups /
break-downs, per master plans / agreements.
- Provide key assistance in planning and executing CNYHC’s annual
offsite writing retreat.
- Research, coordinate and execute details related to travel,
contracts, honoraria for invited guest scholars and process related
expenses, complying with policies across all involved units and
- Ensure all key event materials are accessible (captions, alt
text, etc.) and remediate as necessary (by self-editing or securing
a vendor for more complex needs).
- Coordinate year-at-a-glance advance planning tools to
streamline HC, CNYHC, EHN offerings.
- Coordinate/update operational guides for administrating HC,
CNYHC, EHN projects.
- Process expense transactions associated with office operations;
research events; faculty, dissertation fellow, and post-doc
research; and occasional sponsored funds. Includes expense
transactions for Budget Support Associate [ BSA ] review and
approval (purchase requisitions, expense reimbursements, travel
vouchers [including “Intra-Corridor” travel processing], credit
card reconciliations, standing IDs, honoraria or consultant
- Manage and monitor EHN operating budget, including reporting
and regular reconciliation of account. Includes preparing all
expense transactions for BSA review and approval. Maintain overall
picture of funding sources and expenses to provide direction,
maximize use of funds, and ensure operations are in budget. Resolve
issues discovered during review and reconciliation.
- Coordinate and collaborate with other budget staff, and work
with College Budget Office staff to resolve budget questions and
assist in requests from the Dean and the Office of Budget and
- Provide support to BSA for: HC / CNYHC co-sponsorship invoicing
and funding transfers; generating spending reports; and backup
support for time entry.
- Other duties as assigned
In addition to completing an online application, please attach a
resume and cover letter.
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