Administrative Specialist I

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)
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.

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.