"Administrative Specialist"

Administrative Specialist

Job #: 042639

Location: Syracuse, NY

Pay Range: $21.39 - $24.04

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 Center for Global Indigenous Cultures and Environmental Justice (CGIC) in the College of Arts & Sciences at Syracuse University (SU) is seeking an administrative specialist. They will serve as the Centers primary administrative contact, present in the administrative office on campus during business hours, managing its communications, budget, event planning, advertising, scheduling, and providing academic support to Center faculty, students, visiting scholars and postdoctoral researchers. This is a grant-funded position.

SU is located on the ancestral lands of Onondaga Nation and committed to Native American and Indigenous scholars and students. Initiatives include the Haudenosaunee Promise scholarship, Native (American)Student Program (NSP), and the Indigenous Living Learning Community (ILLC). SU offers a Certificate in Iroquois Linguistics and minor in Native American and Indigenous Studies (NAIS). The Center is a multidisciplinary center designed to strengthen the NAIS program, host symposia, enhance NAIS curriculum, and increase opportunities for student engagement and experiential learning in Indigenous studies.

This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

Education and Experience:

• Qualified candidates will have a college degree or equivalent work experience. Ideally, this will include 4-5 years of administrative, student services, or managerial experience.
• Applicants should also have proficiency in Microsoft Office and Adobe Professional suite, excellent written and verbal communication skills, and the ability to handle multiple priorities and requests.
• Preference will be given to those with experience working with underrepresented scholars and students, and community-based organizations.

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 systems.

Responsibilities:

Center Administrator:

• Administrative specialist is present in the CGIC office on the Syracuse University main campus during business hours to provide administrative support to Center, and Center leadership to meet deadlines, plan, execute and advertise major projects/events, coordinate Center programming, meetings (including managing zoom attendance at in-person meetings, when necessary), calendars, and travel arrangements, as necessary.
• Support Center leadership with establishing organizational systems, maintaining records, and ensuring compliance with accreditation requirements.
• Provide logistical and administrative support for course scheduling and search activities (e.g. for part-time faculty, postdocs, and research assistants).
• Actively research/track deadlines for possible Center funding sources for the future.
• Assist Center leadership in preparing, editing, and proofreading grants, (and promo materials) and coordinating their timely submission.

Communication:

• Manage communications for the Center, Director (as needed), with center faculty, invited guests, elder in residence, students and about the NAIS minor.
• Establish/maintain relationships with external/internal partners to promote Center, raise awareness of its aims, programs, opportunities, and events while documenting their impacts.
• Manage Centers email (cgicej@syr.edu), respond to basic queries, forward complex inquiries to affiliate faculty, in consultation with Director.
• Update/create Center/program webpages, calendars, listservs, promotional materials with CAS communications team, schedule/coordinate meetings, reminders, create/distribute agendas, take meetings minutes as requested.
• Support onboarding of postdocs/student assistants.
• Coordinate with Native (American) Student Program about minor, courses, event schedules, student engagement activities and recruitment efforts.
• Assess existing office operating procedures, discuss revision/creation of new procedures in consultation with Director and the Centers advisory board.
• Reach out to other SU offices for specific information to accomplish student/office related tasks as needed.

Academic Support:

• Manage course scheduling, enrollment management, final exam scheduling, classroom assignments, student data inquiries and other miscellaneous academic-related issues for the Center and the NAIS minor (including but not limited to processing course petitions, minor declarations, and coordinating communication with current and prospective students).
• Assist and support Director in creation and maintenance of records that map (projected 1-2 years out) expected/intended course offerings, monitor these to ensure courses with similar topics are not scheduled for the same semester, and track anticipated faculty research leaves so course offerings remain robust even when multiple faculty affiliates are expected to be on leave simultaneously.
• Create, review, and maintain records regarding students enrolled in the NAIS minor, their progress, and minor completion rates.
• Maintain knowledge of and provide support to Director, faculty, and students using University reporting and data systems including PeopleSoft, MySlice, On Base, Blackboard, and class scheduling/enrollment/curriculum procedures.

Budget and Payroll Responsibility:

• Process and track expenses associated with the operation of the Center, faculty research, course expenses, and sponsored funds.
• Prepare financial reports as requested.
• Prepare annual PTI budget request and ensure adherence to allocated budget.
• Manage and monitor all payroll and time entry processes, and chart string distribution for faculty, students, temporary staff.
• Work with Office of Research and College Budget Office staff to resolve budget questions and assist in requests from various central university offices.
• Regularly monitor and order needed office supplies.
• Other duties as assigned.