Administrative Specialist I

Job \# 042822

Department Code 21801\-3010

Department Arts \& Sciences \- Dean's Office

Job Title Administrative Specialist I

Location Syracuse, NY

Campus Syracuse, NY

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\.39 \- $25\.48

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 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

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 in multiple Humanities departments. 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; maintains strong professional relationships across campus; and provides assessment and recommendations on policy and process changes to the Operations Specialist.

Education and Experience

• Bachelor’s Degree or equivalent combination of education and experience.
• 4\-5 years of administrative, higher education, student services or managerial experience.

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.

Responsibilities

• Support the work of multiple Humanities departments.
• Assist Operations Specialist with major projects of department or led by chairs.
• Work with Operations Specialist on processes related to hiring part\-time union and non\-union faculty.
• Lead or assist with the coordination, planning, and execution of department special events within budget, providing event supervision and support during the events as needed.
• Process transactions for all events and make travel arrangements for guests.
• Manage documentation and create meeting minutes for departmental meetings, as needed.
• 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 and multiple departments to ensure that business runs smoothly.
• Serve as front desk manager and initial contact for visitors, ensuring a welcoming environment for all.
• Coordinate office needs, including scheduling meetings, coordinating multiple calendars, managing listservs, and coordinating room reservations for multiple units.
• Coordinate facilities, keeping departmental spaces, including offices, operational by reporting maintenance problems, submitting work orders, and following up to ensure issues are corrected.
• 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.
• Maintain and update department physical displays, website content, and social media outlets.
• Hire, train, supervise, manage work for, and evaluate student employees.
• Manage transactional processes for expenses, time entry, and purchasing.
• Monitor and order supplies for all departments and keep equipment in working order.
• Manage Time Clock adjustments, enter payroll transactions (PARs, RAPs, SmartHR).
• Process and track expenses associated with the operation of the office and special events. Includes, but is not limited to, processing employee expense vouchers, travel vouchers, credit card reconciliation, and training employees to process their own expenses, and troubleshooting issues.
• Partner with college Budget Office staff to resolve expense allocation questions.
• Provide back\-up support for Humanities office team.
• Primary contact and administrator for curricular processes during months of June and July while Academic Support Coordinators are out of office.
• Enter course scheduling changes and all associated processes; manage enrollment during first\-year student registration period; provide leadership with data as requested. Requires appropriate training and facility with all aspects of course and section maintenance, enrollment, student records, and graduate processing.
• Provide back\-up support for search administrator functions, time approval, position management (PIN requests/assignment).
• 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 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.