Administrative Specialist

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 $21.39 - $26.14

Staff Level: S4

FLSA Status:
Non‑exempt

• Standard University business hours: 8:30am – 5:00pm (academic year); 8:00am – 4:30pm (summer)
• Hours may vary based on operational needs.

Full‑time

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.

• 2-4 years of administrative experience working in an office setting.

• 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 (People Soft, 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.

• 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…