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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

Advancement and External Affairs

Job Title
Administrative Specialist I

Syracuse, NY

Pay Range
$23.08 - $24.04 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

Reporting to the director of principal gifts/strategic initiatives operations, the Administrative Specialist will provide primary support to the VP of Principal Gifts, the Principal Gifts program and provide support to the departments within the unit including Donor Relations and Parent Engagement.

This support includes the day-to-day work of the unit, including but not limited to coordinating calendars including: scheduling appointments, meeting preparation and travel arrangements; help prepare and organize correspondence and documents, coordinate program logistics, and prepare department budget reconciliations, purchase orders, expense reports and budget forecasts.

She/He works to support Executive Directors, and Directors to report on and support the programs engaging and soliciting alumni, parents, and friends and families. He/ She is a liaison to external inquiries and constituents, as well as campus-based units and departments. The role records all interactions, engagement, and gifts efforts in the Citrus database, as well as producing/creating related reports and dashboards.

  • Bachelor’s degree preferred, or Associates degree and 2+ years of relevant experience.
  • Strong written and verbal communication skills, highly competent with Outlook, PowerPoint and Excel.
  • Excellent organizational and time management skills.
  • Proficient with digital technology and tools.
  • Capable of handling administrative tasks (such as arranging conference calls and scheduling meetings) as well as operational/strategic tasks.
  • Strong organizational and interpersonal skills, including diplomacy, tact, discretion, and the ability to maintain the utmost confidentiality inside and outside the Division of Advancement & External Affairs. Must be able to work independently yet interact with a team and show initiative.
  • A valid Driver’s license is required.
Job Specific Qualifications
  • Demonstrated competency in digital tools such as MS Office Suite Adobe Professional suite, with the ability to create and revise documents.
  • Knowledge of budgeting, financial reporting, and/or accounting procedures.
  • Handle general administrative tasks such as filing, data entry, and recordkeeping.
  • Ability to work with various vendor partners to support events, this includes all ordering, communications, and inventory management.
  • Proficiency with CRM tools
  • Event support may require work hours/coverage outside of normal business hours including at night, on weekends and/or holidays.
  • Support the Vice President, AVP’s, Executive Directors and Director with day-to-day requirements and administrative tasks to support the units and staff. This includes, but is not limited to, management of operating budgets submit monthly reports as required by Advancement and External Affairs Budget Office; purchase requisitions and reconciliation, coordination of the various office calendars, processing of purchase requisitions, and the review and reconciliation of individual staff member expenses. Specific to the VP this support includes: managing the daily calendar, travel reservations and accommodations, and the preparation of related monthly expenses. Provide positive and supportive interactions/interface with internal and external constituencies via phone, email and in-person. Ensure reporting and other data submission deadlines are fulfilled on a timely and accurate basis.
  • Coordinate unit budget and monthly reporting of budget status, FY forecasting of expenditures, special projects funding, and interactions with purchasing / disbursements. Knowledgeable about budget/purchasing processes, procedures and policies and implementation across units. Oversee and process reconciliations, purchase orders, invoices and required timely submission of reimbursements/reconciliations.
  • Draft and edit communications for internal and external audiences. Provide logistical support of committees, initiatives, and events under the purview of the unit including, but not limited to; event RSVP lists, task assignment follow-up, meeting agendas/notes, draft presentations and scheduling meetings. Coordinate production of front-line fundraiser collateral materials.
  • Serve as liaison to all AEA departments and campus administrative offices including Purchasing, Payroll, Human Resources, Disbursements, Comptroller. Coordinate data requests and retrievals with specific criteria from Advancement Services, TSS and other university departments.
  • Report results of all interactions, engagement and gifts efforts of the VP in the Citrus database including, but not limited to; generate engagement activity reports and system contact reports; coordinate and ensure the accuracy of data entry and maintenance of donor records, and interactions. Prepare fundraising reports via dashboards utilizing Data Insights. Perform/coordinate alumni data searches and retrievals to ensure comprehensive invitation lists for events.
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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