"Operations Specialist and Assistant to the Assistant Provost/Executive Director"

Job Description

The Operations Specialist provides comprehensive operational and administrative support to the Assistant Provost/Executive Director of Syracuse Abroad, ensuring smooth day-to-day functioning while supporting strategic initiatives across a complex global organization. This role manages essential operations-executive calendar coordination, HR liaison work, facilities oversight, IT support-while also contributing to project coordination, strategic communications development and data storytelling, and relationship management spanning 11 directors, Syracuse-based staff, 5 international centers, and campus and international partners.

Success requires someone who excels at the foundational work that keeps operations running efficiently and has the judgment to recognize when to escalate issues versus when to independently propose solutions. Youll maintain critical administrative systems and handle routine operations with precision while proactively identifying coordination gaps, process improvements, and emerging needs. This role demands self-direction, organizational excellence, and the professional confidence to earn trust and respect across all levels-from front-line staff to senior leadership to international partners.

The ideal candidate brings strong operational skills, sound judgment, and discretion. Youll manage confidential matters, coordinate across multiple stakeholders, and serve as a reliable support to the AP/ED and broader leadership team. Understanding your scope while exercising appropriate initiative is essential. This position offers genuine breadth-touching executive support, HR coordination, strategic communications, project tracking, data analysis/storytelling and management, and local facilities and equipment-making it ideal for someone who values continuous learning, takes pride in operational excellence, and knows how to get things done effectively.

If youre looking for a role where your organizational expertise, proactive approach, and professional judgment make a tangible difference in supporting global education, this position offers both stability and growth.

Education and Experience

Required

• Bachelors degree
• 5+ years progressive administrative experience in higher education or complex organizational settings
• Demonstrated experience coordinating projects across multiple stakeholders and timelines
• Background supporting senior leadership in fast-paced environments

Preferred

• Masters degree
• HR coordination or liaison experience (hiring, onboarding, performance management)
• International program experience or work with global partners
• Communications development for institutional audiences

Skills and Knowledge

Core Competencies

• Exceptional organizational and project management skills handling multiple competing priorities and tight deadlines
• Strong analytical abilities: research, data interpretation, and visual presentation of complex information
• Proactive problem-solver who independently identifies challenges and implements solutions
• Diligent attention to detail across high-volume, high-stakes administrative operations
• Discretion with confidential information and sensitive personnel matter.

Relationship & Communication Skills

• Excellent professional communication for diverse audiences from senior leadership to international partners
• Proven relationship management and stakeholder coordination across organizational boundaries
• Cultural competency working in international contexts
• Effective working independently and collaboratively

Technical Proficiency

• Advanced Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Virtual meeting platforms (Teams, Zoom) and Adobe Creative Suite/Acrobat
• Ability to quickly learn new systems, applications, and AI tools
• Understanding of accessible documentation standards preferred

Responsibilities

Calendar & Meeting Management: Manage complex, multi-time-zone calendar for Assistant Provost/Executive Director (AP/ED). Track priorities and action items; prepare briefing materials, agendas, presentations, and reports.

Administrative Coordination & Operations: Serve as primary contact for Syracuse Abroad ~38 domestic staff. Facilitate communication across functional units, maintain administrative systems, troubleshoot issues, and respond to inquiries. Oversee facility management (access, security, repairs, upgrades, moves, furniture), telecommunications, office operations, vendor relationships, and front desk coverage.

Project & Data Coordination: Identify operational needs and coordination challenges; propose solutions. Track project deadlines and stakeholder communication. Conduct data analysis and create visuals to effectively communicate findings.

Strategic Communications: Draft communications, reports, and presentations for internal and senior leadership audiences, analyzing and presenting data to support impactful data storytelling. Develop messaging on study abroad initiatives for university partners, faculty, and staff. Coordinate with Advancement on gift database and acknowledgment correspondence.

HR Coordination: Serve as HR liaison for ~38 Syracuse-based staff. Manage hiring processes (position evaluation submissions, searches, interviews, onboarding) and training coordination. Support Performance Partnership Reviews, quarterly staff support updates, staff events, and documentation. Maintain contact lists and organizational charts.

Partnership & Travel Management: Build and maintain relationships with international partners, campus leadership, faculty, and departments. Coordinate and manage annual international Director campus and other events, and travel arrangements for AP/ED and visitors.

IT & Equipment Management: Coordinate IT support and issue resolution. Manage equipment procurement and records. Serve as University Sponsor for international staff IT accounts and support program rollouts.

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.

To apply, visit https://www.sujobopps.com/postings/111908