Administrative Specialist II

Syracuse University is committed to delivering an exceptional student experience through vibrant, engaged campus communities. This position is based at the above campus location and requires regular in-person presence to support our students, collaborate with colleagues, and contribute to our thriving academic environment. Syracuse University values the collaboration, mentorship, and spontaneous connections that happen when our community works together on campus.

Remote work arrangements are limited in accordance with University policy.

Pay Range

Pay Range $24.50 - $27.86

Pay rates at Syracuse University are based on a combination of factors including, but not limited to, the job responsibilities; the candidate’s education, training, work experience and key competencies; the university’s strategic priorities; internal peer equity; applicable federal, state, local laws, grant funding and contractual requisites; and external market analyses.

Staff Level S5

FLSA Status

FLSA Status Non-exempt

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

Job Type Full-time

Unionized Position Code Not Applicable

Job Description

Manage the day-to-day administrative operations for the VP, Enrollment Services and his direct reports of ten, who oversee departments of Enrollment Processing, Data Science, Enrollment Information Technology, Admissions Reporting, Undergraduate Admissions, Financial Aid and the Executive Director, Masters Recruitment and Admission. Enrollment Services totals 118 full-time employees. This high-level support position requires tact, discretion and exercising independent judgment.

Education and Experience

• Bachelor’s Degree or equivalent combination of education and relevant experience, preferably in an academic or administrative unit.
• Minimum of 3 years’ experience with executive administrative support or office management.

• Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel and Power Point.
• Experience with Adobe Creative Suite and Acrobat.
• Ability to read and interpret documents, basic negotiation skills, organizational skills, verbal and written communication skills, ability to prioritize tasks and simultaneously manage multiple projects and prioritize among them independently.
• Working knowledge of Tableau/Data Insights and Excel.
• Advanced knowledge of People Soft or related systems.
• Assumed high proficiency in general office tasks including but not limited to calendaring, organizing meetings, office equipment management, drafting correspondence and office and conversational etiquette.

• Reconcile and monitor budgets of various units within Enrollment Services.
• Process credit card statements, contracts and agreements along with paying invoices by entering requisitions into MySlice/People Soft system.
• Process application refunds and application fees waivers for both Applicants and Schools/Colleges.
• Exercise an outstanding level of professionalism in providing administrative assistance to the VP, Enrollment Services and the following departments:
  Enrollment Processing, Data Science, Enrollment Information Technology, Admissions Reporting, Financial Aid and the Executive Director of Masters Recruitment and Admissions – including ability to exercise independent judgment, discretion, initiative, tact, and diplomacy in handling highly sensitive matters and maintain strict confidentiality.
• Complete credit card reconciliations, travel reimbursements and monitor budget expenditures, for various departments within Enrollment Services.
• Assist departments with travel arrangements, memberships and training.
• Assist Financial Aid and Admissions with ordering and processing of publication materials.
• Work with Offices and Departments to address scheduling needs.
• Prepare PowerPoint presentations, word documents and spreadsheets for the VP, Enrollment Services to use for meetings and presentations.
• Human Resources/Payroll: work with the AAF Office of Budget and Administration to enter PERs as requested.
• Set up Interviews with prospective candidates.
• Monitor payroll for departments…