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Details
Posted: 17-Apr-26
Location: Syracuse, New York
Type: Full-time
Categories:
Residence Life
Staff/Administrative
Internal Number: 7086468
Administrative Specialist I
Job #: 042729
Location Syracuse, NY
Pay Range: $21.39 - $26.14
Hours:
Standard University business hours
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
Hours may vary based on operational needs.
Job Type: Full Time
Job Description:
The Administrative Specialist will provide administrative support for the Assistant Vice President and Director of Residence Life, which will include managing complex and dynamically changing calendars, partnering with other University office administrative staff to schedule and organize meetings and events with internal and external partners, coordinating logistics for meetings, and managing urgent and confidential matters and timelines when necessary.
This position will manage all administrative operations within the central office, including supervision of the student desk assistants and the central office desk, and coordination of weekly meetings with other central office support staff to ensure efficiency and communication between various units in the department.
The individual in this position must use tact and discretion with respect to urgent and confidential matters and exercise initiative and judgment when completing special projects and executing tasks on behalf of the Assistant Vice President and Director of Residence Life. The Administrative Specialist will exhibit a positive temperament and the ability to multitask and adapt to a changing and evolving work environment with frequent interruptions and changing priorities.
This is a 12-month position.
This position will manage all administrative operations within the central office, including supervision of the student desk assistants and the central office desk, and coordination of weekly meetings with other central office support staff to ensure efficiency and communication between various units in the department.
The individual in this position must use tact and discretion with respect to urgent and confidential matters and exercise initiative and judgment when completing special projects and executing tasks on behalf of the Assistant Vice President and Director of Residence Life. The Administrative Specialist will exhibit a positive temperament and the ability to multitask and adapt to a changing and evolving work environment with frequent interruptions and changing priorities.
This is a 12-month position.
Education and Experience:
- Associate degree required.
- 2-4 years of administrative experience working in an office setting.
Skills and Knowledge:
- Demonstrated ability to manage multiple priorities in a fast-paced environment. Ability to meet established deadlines, set priorities, and organize and plan effectively.
- Demonstrated ability to provide administrative assistance while exercising appropriate judgment, discretion, initiative, tact, and diplomacy in handling highly sensitive matters.
- Demonstrated proficiency in Outlook and Microsoft Office, including Word, Excel, PowerPoint, and Teams. Ability to be taught and trained on software specific to the department and/or university (PeopleSoft, Star Rez, and Roompact).
- Demonstrated ability to engage interpersonally and collaboratively with individuals and groups at all levels within a large, diverse student-facing department.
- Demonstrated ability to adhere to university and departmental standards for attendance.
Responsibilities:
Administrative Support for the Assistant Vice President and Director of Residence Life:
- Manage complex and dynamically changing daily schedules while demonstrating the ability to manage multiple tasks and requests and prioritize and manage urgent and confidential matters and timelines when necessary.
- Exercise professional calendar etiquette when engaging with internal constituents at all levels of the University to coordinate and schedule meetings.
- Manage time-sensitive logistics for virtual and in-person meetings, including coordinating schedules, room reservations, adaptive services (CART), catering, parking, etc.
- Manage communication with guests. Prepare meetings and event space accordingly.
- Maintain accurate records of receipt and manage monthly credit card reconciliation submission reports to ensure accurate and timely processing and approval.
- Maintain organized systems for managing electronic and hard copy files and monitoring projects and appointments.
- Attend weekly one-on-one meeting with the Assistant Vice President.
- Attend monthly department meetings, bi-Weekly Residential Living / Auxiliary Services / Facilities Services Collaboration meetings and bi-weekly Residential Living leadership team meetings. Prepare and distribute meeting materials as needed. Record minutes & action items and distribute accordingly.
- Provide updates on projects, tasks, and status reports on operations within the Central Office.
- Develop strategies for responding to and addressing challenges impeding operations within the Central Office.
Central Office Management and Administration:
- Provide overall supervision and management of the main desk in the central office.
- Collaborate with the central office staff to hire and select the student desk assistants.
- Provide direct supervision for 7-9 student workers, which includes facilitating staff meetings and one-on-one meetings, holding student assistants accountable to job and departmental expectations, and addressing performance concerns.
- Develop, monitor, and maintain the student assistant desk schedule, ensuring that all shifts are filled and covered in the event of emergencies and absences.
- Serve as the student desk assistants point of contact for questions and concerns that arise at the main desk.
- Facilitate weekly staff meetings with the administrative professional staff in the central office. Prepare agendas and materials for meetings.
- Ensure that questions are answered, and concerns and needs are communicated to senior leadership to ensure open lines of communication among the administrative staff and between the administrative staff and senior leadership remain clear and open.
- Adhere to punctual business hours to ensure the central office is open and prepared to operate according to advertised hours.
Departmental Support:
- Assist with day-to-day administrative operations for the Residential Living suite, which includes monitoring the office email account, answering phone calls, and addressing walk-in traffic to determine the best course of action and appropriate resources.
- Serve as a member of a departmental work team.
- Maintain current understanding of SU institutional operations, policies, and procedures to accurately interpret and serve as a resource for students, staff, and the public.
- Coordinate staff availability and prepare Tiers 1 and 2 On-Call Schedule for Spring, Fall, and Summer semesters.
- Manage office and kitchen supply inventories to ensure the central office is fully stocked.
- Oversee office and residence hall supply orders and special purchases through e-pro.
- Coordinate and maintain central office copiers.
- Manage distribution of C & S security stickers for staff ID cards.
- Collaborate with the Director of Trademark Licensing for staff apparel needs for 55 professional staff members.
- Work with facilities to address maintenance and housekeeping needs for the central office.
Professional Development:
- Participate in informal and formal training sessions offered by Syracuse University and professional associations that guide and influence the departments work (i.e., ACUHO-I, NEACUHO, ACPA).
- Attend biweekly Residential Living Learning & Development training sessions.
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 Universitys 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.
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 Universitys 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.
Application Deadline:
Full Consideration By:
To apply, visit https://www.sujobopps.com/postings/112803
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.
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 Universitys 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.
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About Syracuse University
Syracuse University is a place where talent, desire, and opportunity thrive. In 12 different schools and colleges that span the liberal arts and professional disciplines, students, faculty, and staff from diverse backgrounds come together to learn, create, and break boundaries.
The University is also a vital part of the community, providing services as well as being a leader in employee benefits, work-life and organizational development, training, student employment, staff relations, and workforce diversity.
Syracuse itself is located at the crossroads of New York State, and offers a lush landscape of seasons. From fun-filled summers in the Finger Lakes to snowy winters that thrill outdoor sports enthusiasts, the area truly has something for everyone.
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