Administrative Specialist

Position: Administrative Specialist I
The Humanities Center (HC) advances research, engagement and partnerships across the University, community, and state via programs, fellowships, seed grants and other professional development opportunities. This shared position primarily supports Center operations, including the CNY Humanities Corridor (CNYHC), with 25% dedicated to Engaged Humanities Network (EHN) operations. The HC, CNYHC and EHN cultivate humanities scholarship, public engagement, learning and collaboration in diverse settings: the successful Administrative Specialist is integral to our shared success, often as a first point of contact for faculty, staff, students, community members tied to HC, CNYHC or EHN initiatives.

Responsibilities span programs to support multiple directors, faculty and managers. This in-person, 40 hr/week, full-year position has 4 core responsibility areas: (1) manage HC / EHN spaces and daily operations; (2) provide administrative support to HC, CNYHC, EHN leadership and to faculty, staff, student, community partners or affiliates; (3) plan and execute core HC and EHN events in University and community settings;

(4) provide budget support.

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

United.

Education and Experience

Bachelor's Degree or equivalent combination of education and experience. 4-5 years of administrative, higher education, student services or managerial experience.

Skills and Knowledge

Position requires high level project management, continuous attention to detail, balancing short- and long-term planning, superb organization, excellent interpersonal skills, and nuanced communication aptitude. Able to successfully: handle competing deadlines, pivot between tasks, and work in an open environment. Proficient with Microsoft Suite (word processing, Excel spreadsheets, etc.), Adobe Acrobat (.pdfs), onstrated ability to write (reports, correspondence) with clarity and accuracy, tailored to different audiences and needs.

Database fundamentals (adding, removing, sorting, summarizing). Expense tracking and budget planning. Calm, courteous, problem-solving abilities. Ability to work autonomously and collaboratively, as required. Technical knowledge / troubleshooting of conferencing apps, audio, web cams, etc.

Other useful skills include event planning, video editing/captioning, facility with accessible format document creation and remediation, familiarity with digital media platform use / maintenance (website, Facebook, Instagram). Knowledge of SU processes and procedures a plus.

Responsibilities

FRONT OFFICE MANAGEMENT

* Serve as visible point of contact for all HC programs: greet visitors, emailers, callers with positive, responsive, courteous, informed approach. Consult resources to independently respond to inquiries and/or forward messages to appropriate program leaders/managers.

* Manage HC and EHN spaces, maintain order, cleanliness, repairs. Oversee HC room reservations. Maintain room tech and guides, support guest users of spaces, request IT consults as needed.

* Work with building manager, campus facilities, relevant vendors to initiate repairs or renovations, services, replacements.

* Oversee deliveries, monitor inventories, procure necessary supplies.

* Provide consistent (M-F/business hours) welcoming presence and oversight for daily activities in HC offices, library, seminar room.

* Adapt and retool as campus business and research operations and processes develop over time and, as a result, assignments are reviewed and revised.

ADMINISTRATIVE SUPPORT FOR HC, CNYHC, EHN

* Provide operational assistance to directors, staff and others directly affiliated with these programs: manage calendars; maintain records; create, proofread, and file minutes, award letters, spreadsheets, databases

* Interact frequently (verbal and written) with leadership within the College, University, and external constituents

* For internal grant, sponsorship, fellowship, award cycles: prepare and coordinate application forms, rubrics, and support selection meetings (set meetings, distribute materials, take minutes)

* Website support

* Communications support (program emails, publicity, social media)

* Collect and summarize data for various reporting needs

* Help prepare, proofread, circulate reports and correspondences (e.g., award letters, sponsorship agreements, grant report narratives, etc.)

* Coordinate shared calendars, issue meeting polls and other detailed invitations; maintain operational records across these entities

* Supervise student assistants and employees supporting operations

INCLUSIVE EVENT PLANNING / MANAGEMENT

* Coordinate all on-campus, off-campus, hybrid or virtual event/meeting details: procure venues, furniture/equipment rentals, tech/accessibility (CART/LEMP/ASL), catering, auxiliary services, print/production costs. Oversee event set-up / break-down per master plans / agreements.

* Manage/help execute core University-wide HC events (Books in Humanities; Open House; Watson residency);…