Administrative Assistant I

About the Role

The Administrative Assistant in the Dean’s Office provides administrative support to the Executive Assistant to the Dean, Dean’s Office leadership, and Committee Chairs. The position serves as the first point of contact for the Dean’s Office and provides customer service to all visitors to the suite. This position is also responsible for coordinating logistics related to the hiring, training, scheduling, and oversight of student work-studies for the Dean’s Office and proctors (student temporary workers) and volunteer administrators to provide exam administration support. This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

Qualifications

Bachelor’s degree or Associate’s degree with equivalent combination of education and relevant experience preferred (3-5 years of working experience in an administrative environment). Experience in an academic setting strongly preferred.

Skills and Knowledge

• Strong organizational and communication skills (verbal and written) required.
• Ability to be part of a team, follow and provide direction, and prioritize work simultaneously and accurately amidst constant interruptions in a fast-paced environment.
• Professional skills necessary for discreet, effective, and courteous interaction with alumni, faculty, administrators, staff, and students.
• Sound judgement, confidentiality, well-developed communication skills, professionalism, and tact when interacting with members of the College of Law, University, and the public.

Responsibilities

• Provide comprehensive administrative and operational support to the Executive Assistant to the Dean, Dean’s Office leadership, and others as assigned.
• Handle confidential and sensitive information with discretion, coordinate special projects and events, and use independent judgment to prioritize and respond to requests in a professional and timely manner.
• Serve as the primary point of contact for the Dean’s Office, providing professional, responsive, and welcoming service to students, faculty, staff, alumni, visitors, and external constituents.
• Independently assess inquiries, provide accurate information, resolve routine issues when appropriate, and connect individuals with the appropriate offices, services, and resources.
• Support financial and business operations for the Dean’s Office, including supply procurement, purchase requisitions, internal billing transactions, credit card reconciliation, invoice processing, and payments for institutional memberships and subscriptions.
• Assist the Dean’s Office with arrangements for special guests and faculty candidates, including travel, honoraria, contracts, and related logistics. Ensure transactions are completed accurately, in a timely manner, and in compliance with University policies and procedures.
• Coordinate logistics related to the hiring, training, scheduling, and oversight of office work-study students, proctors (student temporary workers), and volunteer administrators to provide exam administration support.
• Responsible for payroll processes, including student hiring, timesheet review, time clock corrections, and payroll approvals for exam proctors and Dean’s Office work-study students.
• Purchase, organize, and distribute all necessary exam administration supplies.
• Maintain and update faculty and staff information across College platforms, including website and directory content, faculty profiles, publications, digital signage, and other communications.
• Provide administrative support for faculty meetings, faculty searches, hiring and onboarding processes, and other personnel-related activities.
• Manage conference room and guest office schedules, maintain shared electronic calendars, coordinate meeting logistics, and support effective use of Dean’s Office space.
• Cross-train and collaborate with Faculty Support staff to promote continuity of operations and consistent, responsive service delivery.
• Perform other duties as assigned.

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.

About The Syracuse Area

Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.