Administrative Specialist I

Posting Details

Posting Details

Job #
039755

Department Code
40001-1209

Department
Student Experience

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 Administrative Specialist manages the day-to-day administrative operations for the Vice President for the Student Experience and the Assistant Vice President, including scheduling, internal and external communications, financial reconciliation, and related executive-level support. Represent VP and aVP to internal and external constituents, exercising independent judgement and appropriate discretion on sensitive student matters. Oversee complex projects maintaining a comprehensive and detailed understanding of best practices in project management. Prepare agenda, minutes and supplemental materials/handouts for meetings/workshops and assigned committees; coordinate logistics for meetings and events. Assist with day-to-day administrative operations for the Student Experience Executive Offices using tact, discretion, and exercising independent judgment. Other duties as assigned.

Qualifications

• Bachelor’s Degree or equivalent experience required.
• Five (5) plus years of work experience preferably in an academic environment.
• Demonstrated experience managing complex calendar and travel arrangements; ability to schedule, organize, and manage a wide variety of meetings and events.
• Outstanding level of professionalism in providing administrative assistance, including ability to exercise independent judgment, discretion, initiative, tact and diplomacy in handling highly sensitive matters and maintaining strict confidentiality.
• Ability to accurately interpret University protocols, policies and procedures, as well as state and local laws, to communicate clearly and logically on behalf of the Vice President and Assistant Vice President.
• Proven ability to multi-task, prioritize, and meet a variety of intermediate and final deadlines that carry a high consequence of error, while effectively managing frequent interruptions and/or changing priorities.

Job Specific Qualifications

• Demonstrated experience communicating effectively in person, on the telephone and in writing to diverse populations.
• Strong computer skills with knowledge of databases, word processing, spreadsheets, email, video conferencing and University enterprise applications; PeopleSoft experience a plus.
• Thorough mastery of English grammar, punctuation, and spelling including proofreading and proper formatting for composing/editing documents.
• Strong analytical skills to recognize problems, make recommendations and, in many cases, independently resolve and implement solutions and evaluate results and progress.
• Proven ability to conduct research and analyze various documents to compile reports.
• Ability to assimilate a wide range of information to provide timely and accurate information to others.
• Ability to investigate, analyze, and compile financial and budgetary data and to develop, evaluate and implement budget recommendations.
• Willingness and ability to meet University and department standards for attendance. Executive business hours required, including some nights and weekends.

Responsibilities

• Provide executive-level and comprehensive administrative support and assistance to the Vice President for the Student Experience and Assistant Vice President. Proactively manage schedules; coordinate calendars and meetings; make travel arrangements. Compose and edit correspondence. Organize and maintain all electronic and paper files. Prepare agendas and materials for meetings. Prepare reports/communications for relevant meetings and follow-up actions. Record minutes at meetings. Perform credit card reconciliation and monitor budget expenditures; initiate purchasing transactions. Engage with internal constituents at all levels of the University to address questions and resolve concerns. Represent the Student Experience Executive office in interactions with Board of Trustee office staff, as well as senior and executive University offices.
• Manage projects as assigned. Develop project management plans with appropriate milestones and deadlines. Prioritize tasks and projects to ensure deadlines are met. Maintain an organized system for tracking and monitoring progress on projects and requests to ensure deadlines are met. Independently evaluate and resolve issues, which are often sensitive and confidential, consulting with the VP and aVP, as necessary.
• Serve as the initial point of contact and liaison with internal and external constituencies, including following-up and triaging incoming calls and emails to the Division’s Executive Office. Work with students, faculty, staff, and parents to respond to questions, resolve concerns, and refer the matters to the appropriate office for a response. Support University and Divisional communications efforts during periods of peak demand. Assist with day-to-day administrative operations for the Student Experience Executive Office using tact, discretion, and exercising independent judgment.
• Plan events for the Student Experience Division including staff retreats, student leadership retreats, staff appreciation events, and other gatherings. Serve as events coordinator and point of contact for venues. Manage all event logistics including venue selection, transportation, lodging, food, technology and other needs. Develop agenda/itinerary for events and manage communications with guests.
• Other duties as assigned.

Physical Requirements

*

Tools/Equipment

*

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/99179

Job Posting Date
05/30/2023

Application Deadline

Full Consideration By

Job Category
Staff

Message to Applicants