Administrative Assistant I

PeopleAdmin, Inc.; City of Syracuse (NY); On-site; USD 43,000 - 46,000; Full time

Job summary

Syracuse University is seeking an Administrative Assistant in the Dean’s Office to provide administrative support to the Executive Assistant to the Dean, Dean’s Office leadership, and Committee Chairs. You will be the first point of contact for the Dean’s Office and deliver courteous service to students, faculty, staff, alumni and visitors on campus.

The role includes coordinating hiring, training, scheduling and oversight of student workers and proctors, payroll, procurement, travel, contracts,

Qualifications

• Strong organizational and communication skills required.
• Ability to work as part of a team and handle multiple interruptions in a fast-paced environment.
• Professional interaction with alumni, faculty, administrators, staff, and students.

Responsibilities

• Provide comprehensive administrative and operational support to the Dean’s Office leadership and others as assigned.
• Serve as primary point of contact for the Dean’s Office and deliver professional, welcoming service to campus stakeholders.
• Support financial and business operations including procurement, invoicing, and payments in accordance with university policies.

Skills

Organizational skills

Communication skills

Team player

Discretion

Education

Bachelor’s or Associate degree

Job description

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 $20.91 - $22.12

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 S3

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 UA

Job Description

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.

Education and Experience

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

Skills and Knowledge

Strong organizational and communication skills (verbal and written) required. The 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 is essential. This position requires the professional skills necessary for discreet, effective, and courteous interaction with alumni, faculty, administrators, staff, and students. This is a high profile and critical position that represents the College of Law. It is essential that the person in this position exercise 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. Assists 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 student. 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.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

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. For more information, please visit http://www.syracuse.edu.

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.

EEO Statement

Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.

Commitment to Supporting and Hiring Veterans

Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/10 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.

Commitment to a Respectful and Welcoming Community

Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.