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Administrative Assistant II

Syracuse University
New York, United States
Salary Not Specified
Posted Date
May 15, 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

Responsible for performing a variety of administrative duties that facilitate the day-to-day operations of the department. First point of contact for the department, answering telephone calls, emails, and assisting faculty, students, and visitors. Support the graduate and undergraduate directors. Maintaining the database as well as performing a variety of administrative duties to ensure the efficient running of our graduate and undergraduate programs. Responsible for maintaining and updating the department website, working with faculty to ensure that the site is up to date.

  • Associate degree or equivalent combination of education and experience is necessary.
  • Administrative experience in higher education desirable.
Job Specific Qualifications
  • Proficient with Microsoft Office with an emphasis on Access.
  • Ability to work with a diverse population.
  • Strong organizational skills, attention to detail, and time management skills.
  • Excellent interpersonal, oral, and written communications skills.

Graduate Director/Student Support
  • Manage graduate application materials for new admissions and respond to graduate inquiries.
  • Process and keep track of graduate funding, Assistantships, Fellows, Student Travel and Summer Funding.
  • Maintain and update all graduate files and the student Access database, including information on current and former graduate students.
  • Create reports as needed for the graduate director, department chair, and Maxwell Dean’s Office.
  • Advise Students on the program policies and assist with needed forms.
Undergraduate Director/Student Support
  • Assist undergraduate students with degree requirements.
  • Review and screen undergraduate majors for eligibility in the Honor Society.
  • Assist students with all needed forms.
  • Serve as initial contact for the department.
  • Responsible for maintaining all student records. Including working with OnBase, Degree Works, Data Insights, and MySlice.
  • Manage and update department database and run reports for graduate and undergraduate directors as needed.
  • Responsible for administrative duties and clerical assignments that require independent judgement and some level of confidentiality.
  • Supervision and delegation of work for work study students.
  • Coordinate and organize guest speakers, meetings, special events, graduate and undergraduate activities, etc.
  • Manage department website and email account.
  • Mail distribution, maintain office supplies and equipment.
  • Issue permissions and maintain waitlists and add TA’s to MySlice.
  • Assist Administrative Specialist with curriculum proposals and changes through curriculog.
Web Site
  • Maintain and update the department website.
  • Work with the Maxwell Dean’s Office Comms team to ensure that information on the website is accurate and up to date.
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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