"Administrative Support Specialist"

Administrative Support Specialist

Job #: 042374

Location: Syracuse, NY

Pay Range: $21.85 - $24.50

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 Support Specialist provides comprehensive administrative and operational support within the University's Information Technology Services (ITS) department. This position assists with daily administrative operations, financial tracking, and documentation while supporting IT staff across the University, including those in schools and colleges.

The role directly supports the University's One IT initiative by contributing to coordinated, effective, and efficient operations across IT units. The incumbent plays a key part in fostering collaboration and consistency in administrative practices while demonstrating strong organization, attention to detail, and responsive service. This role requires the ability to manage multiple priorities, maintain confidentiality, and adapt to evolving operational needs.

Education and Experience:

• Associates degree or equivalent combination of education and experience.
• Minimum two years of administrative experience, preferably in higher education or a complex organizational environment.

Skills and Knowledge:

Required:

• Ability to manage multiple priorities, maintain confidentiality, and work independently.
• Strong proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and Adobe Acrobat.

Preferred:

• Experience providing administrative support in an IT or technical environment.
• Familiarity with procurement systems, budget tracking tools, and asset management processes.
• Knowledge of Salesforce, Adobe Creative Cloud, and Windows and macOS operating systems.

Responsibilities:

Administrative and Executive Support

• Provide professional administrative assistance to ITS leadership and staff, including scheduling, correspondence, meeting coordination, and document preparation.
• Support project tracking, communications, and documentation for departmental initiatives.
• Serve as backup administrative support for designated staff to ensure consistent operations.

Administrative and Operational Services

• Deliver a range of administrative services including procurement, budget tracking, travel coordination, and onboarding processes.
• Support IT staff in schools and colleges with administrative processes and coordination.
• Maintain records, forms, and templates to ensure compliance with University policies and procedures.
• Coordinate and maintain school/college Excel certification management, including tracking, scheduling, and communication.
• Provide administrative and logistical support for CART (Computing and Accessibility Resource Team) activities, meetings, and related initiatives.

Financial and Procurement Support

• Assist with budget monitoring, purchasing, and expense reconciliation in accordance with University and departmental guidelines.
• Process technology purchases, renewals, and vendor transactions accurately and efficiently.
• Track assets, software licenses, and service contracts to support financial and operational accountability.

Operational Coordination and Process Improvement

• Contribute to improving administrative processes and workflows within ITS to enhance efficiency and service quality.
• Collaborate with staff to implement best practices and ensure smooth coordination of administrative functions.
• Assist with preparation of reports, documentation, and communications for department-wide initiatives.

Other Duties

• Participate in departmental meetings and projects as assigned.
• Provide general office support including event coordination, supply management, and other administrative activities.

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.

To apply, visit https://www.sujobopps.com/postings/111456