Administrative Specialist

Posting Details



Job # 037839 Department Code 19002-7220 Department Office of Human Resources Job Title Administrative Specialist 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
Reporting to the Director, Operations/Administration, and working closely with the Associate Vice President & Chief Equal Opportunity & Title IX Officer, and the Director of Labor Relations, Legal & Employment Counsel, to provide high level administrative, human resources, and operations support. Coordinate projects, logistics of grievance and Title IX hearings, business processes, and monitor progress to ensure timely completion of HR/ EOIRS /Labor Relations activities. Provides confidential technical, transactional, communication and systems support. Ability to perform these duties and responsibilities with a high degree of accuracy with superior customer service is required. Performs additional duties as assigned. Qualifications
Bachelor’s degree in HR, Business or related field. 4-6 years’ experience in HR, or labor and/or employee relations, or related work.

Experience in labor and/or employee relations in an academic setting, desirable. Job Specific Qualifications

• Human Resources and/or labor relations experience, or legal experience in labor and/or employment law.
• Knowledge of key employment and labor laws (e.g. FLSA, FMLA, NLRA, ADA, NY PFL, EEOC Regs. etc.)
• Excellent interpersonal skills and an ability to work collaboratively across levels.
• Proactive self-starter; is adept at finding creative solutions to challenging issues.
• Skilled at conflict resolution, informal mediation, and negotiation.
• Must be detail-oriented, adept at multi-tasking, able to prioritize effectively, and work efficiently in a deadline driven environment.
• Ability to work independently but also function as part of a team.
• Exceptional writing, critical thinking, and analytical skills.
• Ability to maintain confidentiality of sensitive information.
• Ability to conduct confidential workplace investigations and prepare detailed, well written investigation reports.
• Proficiency in using PowerPoint; Microsoft Office Products, and particularly Outlook, Word, Visio, and Excel; ability to run Hyperion data queries.
• Demonstrated ability to influence others across levels.

Responsibilities
Oversees and coordinates administrative, project, and office activities.

• Establishes, selects, implements, and coordinates office procedures and systems, including for onboarding new hires.
• Serves as principal source of information to staff on policies, procedures, programs, and office activities. i) Determines administrative, facility (space), and equipment needs for staff.
• Assembles and arranges for necessary items. i) Determines sources of data. Compiles, synthesizes, and manipulates data.
• Summarizes findings and writes portions of reports.
• Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.
• Screens and responds to mail. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written materials.
• Schedules and coordinates meetings and appointments, and coordinates travel arrangements
• Orders and maintains inventory of supplies.

Maintains Labor Relations records (electronic filing)

• Conducts intake of employees’ inquiries; responds to basic contract questions; refers complex questions to Labor Relations team.
• Assists with scheduling manager meetings and grievance meetings.
• Assists in coordination and scheduling of Title IX hearings.
• Assists with follow up to employee/manager inquiries.
• At the direction of the Director or designee, prepares and sends correspondence related to labor relations matters.
• Assists in preparation of time and attendance, and discipline documents.
• Provides office support (e.g. copying, assembling, preparing materials for labor relations trainings and meetings).
• Performs other duties relating to the efficient administration of labor relations functions as assigned by the Director or designee.

Assists in the data entry and maintenance of equal opportunity case files in iSight system

• At the direction of the Director, AVP or designees, prepares and sends correspondence related to labor and human resources matters.
• Other duties relating to the efficient administration of labor relations, equal opportunity, and human resources functions as assigned by the Directors, Associate Vice President, or designees

Provides coverage to the SVP / CHRO in the absence of the Director of Ops/Administration
Manages schedules, attends meetings and takes minutes or dictation as needed, facilitates smooth office operations.
Perform other duties as assigned. Physical Requirements
Not Applicable Tools/Equipment
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 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. EEOC
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/90233 Job Posting Date 12/03/2021 Application Deadline Full Consideration By Job Category Staff Message to Applicants