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Administrative Assistant II

Syracuse University
New York, United States
Salary Not Specified
Posted Date
May 11, 2023
Posting Details

Posting Details

Job #

Department Code


Job Title
Administrative Assistant II

Syracuse, NY

Pay Range
Commensurate with Experience

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

Provide administrative support for a thriving, research-intensive department. Under the direction of the Operations Specialist, the successful candidate will work with the department staff and leadership to administer departmental office operations while ensuring compliance with department, college, University, and sponsor guidelines. Following current university policy, ensure the accurate and timely work on procurement requests including research supply purchases and department procurement card reconciliation, travel booking and reimbursement as well as processing of honoraria. This position also requires administrative support for guests to the department and communications including social media. Perform customer service duties by providing general information and handle/respond to inquiries and complaints. Manage room calendars for the department. Review, document and up-date departmental process and procedures to assist the Operations Specialist. Support for academic administrative tasks and serve as back-up for the Academic Coordinator within the department.

  • Associates degree, or the equivalent with 2 years of experience.
  • Bachelor’s degree and office experience in an academic environment preferred.
Job Specific Qualifications
  • Skilled in Microsoft Office and Adobe Professional suite, with the ability to create and revise documents.
  • Excellent oral and written communication skills and customer service ethic.
  • Detail oriented.
  • Strong interpersonal skills.
  • Strong organizational skills, problem-solving skills, and the ability to multi-task in a fast-pace professional environment.
  • Ability to maintain a high level of confidentiality with sensitive information.
  • Ability to read and interpret documents.
  • Ability to prioritize tasks and manage multiple projects.
  • Knowledge of PeopleSoft, Hyperion, or related system preferred.
  • Be present in the office to provide services to campus constituents. Handle a wide variety of departmental functions supporting students, faculty, and staff. Which specific duties mentioned below are performed, and the time spent on each, is determined by the structure and size of the department. Provide efficient, effective, and accurate administrative assistance and task coordination to support the work of the department. Compile information for meetings, prepare reports, and provide conclusions and recommendations for solutions to administrative problems. Meet internal and external deadlines. Coordinate office needs, including the organization of meetings, calendars, and travel arrangements. Manage room calendars for the department. Assist with planning and overseeing execution of department meetings, event venues. Review, document and update departmental process and procedures to assist the operations specialist. Collaborate with other staff to provide necessary coverage for basic office responsibilities.
  • Process and assist with tracking of purchases for research and teaching expenses. Coordinate with budget staff on standing orders, purchases, helping to reconcile procurement cards, and helping with reimbursement for travel for faculty, staff, and students. Assist with employee expense & travel voucher requests.
  • Administrative support for large enrollment service courses. Academic administration including archiving of syllabi and student evaluations for each course. Back up support for graduate and undergraduate programs.
  • Act as liaison for the department by communicating with other divisions and departments across campus. Interact with faculty, staff, students, and general public as needed. Perform customer service duties by providing general information and handle/respond to inquiries and complaints. Adapt and retool as campus business processes develop over time and, as a result, assignments are reviewed and revised.
  • Coordinate communications for the department under the supervision of the Operations Specialist, department chair/director, or designee, including preparing mass mailings, maintaining social media presence, managing departmental group e-mailbox, compiling and maintaining contact information for outreach purposes.
  • Maintain departmental web pages and content and maintain departmental listservs. Creating content for mass mailings, managing departmental email mailbox, compiling, and maintaining contact information for outreach purposes. Maintain departmental web pages, social media management and maintain departmental listservs.
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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