"Admin Specialist, AE, Northeast"

Admin Specialist, AE, Northeast

Job #: 042475

Location: New York, NY

Pay Range: $21.40 - $26.45

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

Job Description:

This role is responsible for performing a variety of operational and administrative duties that facilitate program implementation and customer service for the Northeast Regional Alumni Engagement Team. The Specialist reports to the Executive Director and supports the execution of engagement programs in the Northeast region. This position is primarily focused on financial processes/reconciliation, customer service, and event support. They manage the units operating budget, including the requisition request process, vendor payments and budget and credit card reconciliation, as well as the development of required reports.

The Specialist create standalone invitations and registration pages for programs and events, event data entry, and generates database reports. The position manages the office suite and keeps all supplies, etc. in stock and organized, answers phone inquiries and is available to assist with operational inquiries. They respond to constituent inquiries received via mail, e-mail and/or in-person and will liaise with colleagues in the division to resolve issues as appropriate. This role is a liaison to external inquires and constituents, as well as campus-based units and departments.

Education and Experience:

• Bachelors degree preferred, or associates degree and 2+ years of relevant experience.
• 1-3 years of experience in operations or administrative management is required.
• Excellent interpersonal and communication skills are required.
• Outstanding customer relations, organizational, and financial management skills.
• Proficiency with MS Office suite, and web platforms.
• Excellent organizational and time management skills.
• Must have a valid drivers license and access to reliable vehicle.
• The position requires work during non-business hours which may include, but is not limited to, nights, weekends, holidays, and/or academic break periods.

Skills and Knowledge:

• Adept knowledge of budgeting, financial reporting, and/or accounting procedures.
• Strong organizational and people skills, including diplomacy, tact, discretion, and the ability to maintain the utmost confidentiality.
• Must be able to work independently yet interact with a team and show initiative.
• Effective verbal, written and digital communications skills.
• Demonstrated knowledge of higher education administrative systems and related business principles.
• Experience in working effectively in an environment requiring balancing multiple competing deadlines and priorities.
• Experience in interacting professionally with a diverse population within a variety of administrative levels.
• Ability to collaborate with various vendor partners to support events, this includes all ordering, communications, and inventory management.
• Experience in working both independently and in collaboration with a variety of individuals.
• Proficiency with CRM tools and MS Office suite.
• Ability to travel and support events which may take place outside of standard business hours.

Responsibilities:

• Support operations and coordinate financial processes for the Northeast Alumni Engagement team.
• Prepare and submit financial reimbursements, reconcile employee travel expense reports and credit cards for Executive Director and self-coordinate contract submissions and approvals, vendor approval and payment process.
• Submit monthly reports as required by AEA Budget Office.
• Oversee monthly updates of relevant event reporting to reflect income and expense activity.
• Track all expenses for the team, including Alumni Club expenses.
• Serve as liaison to campus administrative offices including Advancement and External Affairs Budget office, Purchasing, Disbursements, Comptroller, and with the Operations Coordinator of Alumni & Constituent Engagement.
• Execute the technical production of standalone Northeast regional event retrievals, emails and registration pages.
• Building email invitations and follow-up in the email generator, submitting registration page forms, and deploying communications using approved content following strategic direction from the event lead.
• Manage all Citrus and Anthology updates for events including submission of event attendance, event speakers, volunteers for Northeast region events, and running all applicable reports including constituent and giving reports.
• Add all meaningful interactions to the individual CRM record in Citrus for future use and assist with pipeline development for alumni engagement in collaboration with the Executive Director.
• Provide timely, accurate, appropriate responses to incoming queries via phone, mail, in-person, and email to general inboxes and voicemail boxes for the office - which are consistent with established protocols.
• Support event management by staffing events; setting up and breaking down event materials, décor, and related items.
• Manage all office inventory; ordering, accounting, storage, counts, and archiving for NYC.
• Keep all office inventory in an organized and professional manner at all times.
• Provide general administrative support to the Executive Director as well as their team.
• Maintain all respective calendars and prepare for meetings and/or travel materials as needed.
• Support administrative operations related to the Northeast Alumni Clubs which may include virtual and/or in-person meeting coordination, calendar coordination, and document preparation.
• May make timely and appropriate updates to the SU in NYC website.
• Maintain shared calendars (via Outlook, web, and/or other technologies) that support collaboration across the Northeast team and as needed, with partners across the Division of Advancement and External Affairs, and with colleagues based in colleges/schools/units.
• Contribute to the development of benchmarking reports to illustrate events outcomes and inform future program development.

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 www.syracuse.edu.

To apply, visit https://www.sujobopps.com/postings/111947