Administrative Specialist I

Job \# 042848 Department Code 21833\-3029 Department Humanities Center 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\.40 \- $25\.00 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 UA Job Description The Humanities Center (HC) advances research, engagement and partnerships across the University, community, and state via programs, fellowships, seed grants and other professional development opportunities. This shared position primarily supports Center operations, including the CNY Humanities Corridor (CNYHC), with 25% dedicated to Engaged Humanities Network (EHN) operations. The HC, CNYHC and EHN cultivate humanities scholarship, public engagement, learning and collaboration in diverse settings: the successful Administrative Specialist is integral to our shared success, often as a first point of contact for faculty, staff, students, community members tied to HC, CNYHC or EHN initiatives. Responsibilities span programs to support multiple directors, faculty and managers. This in\-person, 40 hr/week, full\-year position has 4 core responsibility areas: (1\) manage HC / EHN spaces and daily operations; (2\) provide administrative support to HC, CNYHC, EHN leadership and to faculty, staff, student, community partners or affiliates; (3\) plan and execute core HC and EHN events in University and community settings; (4\) provide budget support. 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\-5 years of administrative, higher education, student services or managerial experience. Skills and Knowledge Position requires high level project management, continuous attention to detail, balancing short\- and long\-term planning, superb organization, excellent interpersonal skills, and nuanced communication aptitude. Able to successfully: handle competing deadlines, pivot between tasks, and work in an open environment. Proficient with Microsoft Suite (word processing, Excel spreadsheets, etc.), Adobe Acrobat (.pdfs), at minimum. Demonstrated ability to write (reports, correspondence) with clarity and accuracy, tailored to different audiences and needs. Database fundamentals (adding, removing, sorting, summarizing). Expense tracking and budget planning. Calm, courteous, problem\-solving abilities. Ability to work autonomously and collaboratively, as required. Technical knowledge / troubleshooting of conferencing apps, audio, web cams, etc. Other useful skills include event planning, video editing/captioning, facility with accessible format document creation and remediation, familiarity with digital media platform use / maintenance (website, Facebook, Instagram). Knowledge of SU processes and procedures a plus. Responsibilities FRONTOFFICEMANAGEMENT Serve as visible point of contact for all HC programs: greet visitors, emailers, callers with positive, responsive, courteous, informed approach. Consult resources to independently respond to inquiries and/or forward messages to appropriate program leaders/managers. Manage HC and EHN spaces, maintain order, cleanliness, repairs. Oversee HC room reservations. Maintain room tech and guides, support guest users of spaces, request IT consults as needed. Work with building manager, campus facilities, relevant vendors to initiate repairs or renovations, services, replacements. Oversee deliveries, monitor inventories, procure necessary supplies. Provide consistent (M\-F/business hours) welcoming presence and oversight for daily activities in HC offices, library, seminar room. Adapt and retool as campus business and research operations and processes develop over time and, as a result, assignments are reviewed and revised. ADMINISTRATIVESUPPORTFOR HC, CNYHC, EHN Provide operational assistance to directors, staff and others directly affiliated with these programs: manage calendars; maintain records; create, proofread, and file minutes, award letters, spreadsheets, databases Interact frequently (verbal and written) with leadership within the College, University, and external constituents For internal grant, sponsorship, fellowship, award cycles: prepare and coordinate application forms, rubrics, and support selection meetings (set meetings, distribute materials, take minutes) Website support Communications support (program emails, publicity, social media) Collect and summarize data for various reporting needs Help prepare, proofread, circulate reports and correspondences (e.g., award letters, sponsorship agreements, grant report narratives, etc.) Coordinate shared calendars, issue meeting polls and other detailed invitations; maintain operational records across these entities Supervise student assistants and employees supporting operations INCLUSIVEEVENTPLANNING / MANAGEMENT Coordinate all on\-campus, off\-campus, hybrid or virtual event/meeting details: procure venues, furniture/equipment rentals, tech/accessibility (CART/LEMP/ASL), catering, auxiliary services, print/production costs. Oversee event set\-up / break\-down per master plans / agreements. Manage/help execute core University\-wide HC events (Books in Humanities; Open House; Watson residency); support Syracuse Symposium, CNYHC Writing Retreat Support EHN Annual Showcase, core projects, campus and community meetings Research, coordinate, execute details tied to travel, contracts, honoraria for guest scholars and project/program partners; process related expenses, comply with policies across all involved units and institutions Ensure accessibility services are in place and event materials are accessible (captions, alt text, etc.), remediate as necessary (self\-edit or secure vendor) Coordinate year\-at\-a\-glance advance planners and calendars to streamline HC, CNYHC, EHN offerings Maintain/update operational guides to administer HC, CNYHC, EHN projects BUDGETSUPPORT Process HC expense transactions associated with office operations; research programs and events; faculty, dissertation fellow and post\-doc research; and occasional sponsored funds. Includes expense transactions for HC Budget Support Associate \[BSA] review and approval (purchase requisitions, expense reimbursements, travel vouchers \[including “Intra\-Corridor” travel processing], credit card reconciliations, standing IDs, honoraria or consultant payments, etc. Provide support to BSA for: HC / CNYHC co\-sponsorship invoicing and funding transfers; generating spending reports; and time entry backup. Process EHN expense transactions associated with core events and meetings and occasional sponsored funds. Includes expense transactions for EHN Program Manager (PM) review and approval (purchase requisitions, expense reimbursements, travel vouchers, standing IDs, honoraria or consultant payments, etc.) Provide support to EHN PM for co\-sponsorship invoicing and funding transfers; generating spending reports; and time entry backup. 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.