Administrative Specialist I

Posting Details

Posting Details

Job #
039675

Department Code
21833-3029

Department
Humanities Center

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

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 priority review.

Qualifications

• Bachelor’s Degree or equivalent combination of education and experience.
• 4-5 years of administrative, higher education, student services or managerial experience.

Job Specific Qualifications

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, as required.

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.

Responsibilities

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 spaces.
• Work with building manager, campus facilities, relevant vendors to initiate repairs or renovations, services, replacements.
• Oversee deliveries, monitor inventories, procure necessary supplies.
• 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, spreadsheets, databases.
• 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 minutes).
• Collect and summarize data for various reporting needs.
• Help prepare, proofread, circulate reports and correspondences (e.g., award letters, sponsorship agreements, grant report narratives, etc.)
• Coordinate shared calendars, issue meeting polls and other detailed invitations; maintain operational records across these entities.
• Supervise student assistants and employees supporting operations.

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 institutions.
• 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.

BUDGET SUPPORT

• 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 payments, etc.
• 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 Planning.
• 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

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/98779

Job Posting Date
04/28/2023

Application Deadline

Full Consideration By

Job Category
Staff

Message to Applicants