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Administrative Specialist I

Syracuse University
New York, United States
Salary Not Specified
Start date
Oct 11, 2023
Posting Details

Posting Details

Job #

Department Code

Arts & Sciences-Writing Program

Job Title
Administrative Specialist I

Syracuse, NY

Pay Range
$21.63 - $25.00 per hour

Pay Determination

Pay rates at Syracuse University are based on a combination of factors including, but not limited to, the job responsibilities; the candidate’s education, training, work experience and key competencies; the university’s strategic priorities; internal peer equity; applicable federal, state, local laws, grant funding and contractual requisites; and external market analyses.

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

The Administrative Specialist I performs a wide variety of departmental functions that require independent judgment and a high level of confidentiality to support students, faculty, and staff. The Admin Specialist is present in the office to provide services to campus constituents; serves as go-to resource for faculty and staff by keeping current on College and University policies/activities and maintains strong professional relationships across campus. They advise the department Chair providing analysis of financial and staffing needs and trends and information on University and bargaining unit policies and work as a member of an administrative team on department issues and policy decisions. The Administrative Specialist is present in the office to provide services to campus constituents.


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

Strong in Microsoft Office and Adobe Professional suite, with the ability to create and revise documents. Excellent written and verbal communication skills. Highly detail-oriented individual with a strong capacity for reading and comprehending large and complex documents and applying that knowledge as needed. Exceptional customer service ethic and problem solving abilities. Ability to handle multiple priorities and requests. Knowledge of University Accounting principles and practices and experience with PeopleSoft or related system highly desired; ability to manage sensitive and confidential information with discretion is essential.


Department Administration:
Manage promotion and tenure process and documents in compliance with college requirements. Maintain department records related to personnel and hiring. Serve as search administrator for all faculty searches. Provide expertise and guidance to faculty in developing position evaluation requests (PERs) and navigating search and hiring processes. Ensure accurate and timely processing and approval of the following: expense transactions (reimbursements, purchase requisitions, credit card reconciliations), payroll processes and reallocations, terminations, etc. with attention to compliance with University and Department policies, deadlines, and guidelines. Adapt and retool as campus business processes develop over time and, as a result, assignments are reviewed and revised. Develop and revise department procedures pertaining to office administration as needed to ensure efficient operations and adherence to University policies. Manage all data and processes related to hiring part-time union and non- union faculty. Maintain working knowledge of requirements of collective bargaining agreement. Be present in the office to provide services to campus constituents.

Budget and Finance:
Work in partnership with the department chair to determine financial approval procedures and annual budget allocations. Accountable for a variety of manual and electronic fiscal information, files and records for the purpose of providing an up-to-date reference and audit trail. Monitor research funding and grants budgets and expenditures. Oversee budget and coordination for department special events and direct office staff in planning, support, and execution. Review and reconcile department accounts and resolve any issues. Monitor teaching assistant and fellowship awards. Prepare and manage department’s annual variable instruction budget. Assist faculty in preparation of budget drafts for internal/external events, grants, and sponsorship opportunities. Prepare any reports as requested. Work closely with college Director of Budget and Finance to resolve budget questions and assist in requests from the Dean and the Office of Budget and Planning.

Liaison for department chair between faculty, students, staff, and various departments within/outside the University. 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.

Other duties as assigned.

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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