Department Code
21805-3011
Department
Advising and Career Services – A & S
Job Title
Administrative Specialist I
Commitment to On-Campus Experience
Syracuse University is committed to delivering an exceptional student experience through vibrant, engaged campus communities. This position is based at the above campus location and requires regular in-person presence to support our students, collaborate with colleagues, and contribute to our thriving academic environment. Syracuse University values the collaboration, mentorship, and spontaneous connections that happen when our community works together on campus. Remote work arrangements are limited in accordance with University policy.
Pay Range
$21.15 - $24.04
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.
Hours
Standard University business hours
8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)
Hours may vary based on operational needs.
Unionized Position Code
UA
Job Description
The Administrative Specialist I provides high level support to the Advising Office and executive professional support to the Assistant Dean across a wide variety of functions that require independent judgment and confidentiality to support students, faculty, and staff. In addition to daily management of schedules and complex communications, the position will be responsible for various projects requiring tact, precision, and independent judgment. The Admin Specialist is present in the office to provide services and support to campus constituents; serves as go-to resource for faculty and staff by keeping current on College and University policies/activities; maintains strong professional relationships across campus; and will be able to make decisions on matters of significance that impact stakeholders if needed.
This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.
Education and Experience
Bachelor’s Degree or equivalent combination of education and experience. 4 plus years of experience in administrative, higher education, student services or managerial positions.
Skills and Knowledge
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 PeopleSoft or related system preferred.
Responsibilities
- Primary office administrator to support the work of the unit. Coordinate office needs, including the organization of meetings and calendars, travel arrangements. Independently manage and prioritize the day-to-day operations of the department, including all financial and business-related matters. Spearhead the coordination, planning, budgeting, and execution of special events, providing event supervision and support during the events. Independently prepare materials for meetings including but not limited to financial reports, agendas, presentations and dashboards. Maintain departmental records related to personnel and hiring. Adapt and retool as campus business processes develop over time and, as a result, assignments are reviewed and revised.
- Monitor the daily operations within the office to assure that business runs smoothly. Coordinate facilities, keeping departmental spaces, including offices, operational by reporting maintenance problems, submitting work orders, and following up to ensure issues are corrected. Design, write and analyze numerous queries and reports requiring through knowledge of departmental operations. Make conclusions and recommend solutions for administrative problems. May interview, hire, train, supervise and evaluate the performance of staff members and/or student employees. Provide back-up assistance for front desk-reception, and other staff duties as needed.
- Manage student focused processes. Create, maintain, manage and operate processes focused on students. These include but are not limited to academic standing, readmission, intra-university transfer, suspension, probation, scholarships, awards. Maintain comprehensive and accurate records relating to student processes. Serve as the point of contact for escalated cases. Coordinate further action with the assistant dean.
- Manage budget and payroll processes. Process and track expenses associated with the operation of the office. Includes, but is not limited to, processing employee expense vouchers, travel vouchers, credit card reconciliation; regular review of expenses and general ledger to ensure accuracy, and determining resolution of issues discovered during review and reconciliation of accounts. Compile and analyze financial data from online reporting systems. Manage and monitor all payroll and time entry processes. Work with college Budget Office staff to resolve budget questions and assist in requests from the Dean and the Office of Budget and Planning.
- Liaison between faculty, students, staff, and various departments within/outside the University. Act as liaison by communicating with other divisions 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. Maintain and update the website content as needed.
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 over 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, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 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 http://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 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 Respectful and Welcoming Community
Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.
