Administrative Support Specialist for Facilities and Planning

Thisiscny; City of Syracuse (NY); On-site; USD 52,000 - 78,000; Full time

Job summary

Thisiscny seeks an Administrative Support Specialist to partner with the Facilities & Planning Department in supporting the AVP and leadership. You will drive operational admin tasks, coordinate project docs, assist with data analysis, and help manage meetings and vendor access for campus operations.

The role emphasizes high organization, clear communication, handling confidential information, and the ability to manage multiple priorities in a dynamic environment within a healthcare facilities

Qualifications

• Associate's degree and three (3) years of related experience required; or an equivalent combination of education and experience.
• Proficient with Microsoft Office applications, including Word, Excel, PowerPoint, Project, and Visio

Responsibilities

• Coordinating administrative and operational activities for Facilities & Planning leadership
• Managing project documentation, correspondence, and records
• Assisting with data retrieval, analysis, and reporting activities
• Supporting financial monitoring and project tracking efforts
• Organizing meetings and coordinating vendor access for projects and campus operations
• Preparing notices and communications related to facilities projects and operational activities
• Collaborating with departmental staff to support ongoing initiatives and special projects

Skills

Organizational skills

Communication skills

Multitasking

Adaptability

Discretion and confidentiality

Education

Associate's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Project

Microsoft Visio

Job description

Job Summary:

Looking to play a key role in shaping and supporting the environment where healthcare happens? Join our team as an Administrative Support Specialist in Facilities & Planning and help drive the operational excellence that keeps our campus running smoothly.

The Administrative Support Specialist serves as a key operational and administrative partner to the Facilities & Planning Department, supporting the Assistant Vice President, Facilities leadership, and departmental administrative staff. In this role, you'll provide high-level administrative and project support while helping coordinate the day-to-day functions that support campus operations, construction projects, and departmental initiatives.

You'll work collaboratively across teams to manage project documentation, support financial monitoring activities, coordinate meetings and vendor access, prepare operational notices, and assist with data analysis and reporting. This position requires initiative, independent judgment, and the ability to manage multiple priorities in a dynamic environment.

What you'll be doing:

• Coordinating administrative and operational activities for Facilities & Planning leadership
• Managing project documentation, correspondence, and records
• Assisting with data retrieval, analysis, and reporting activities
• Supporting financial monitoring and project tracking efforts
• Organizing meetings and coordinating vendor access for projects and campus operations
• Preparing notices and communications related to facilities projects and operational activities
• Collaborating with departmental staff to support ongoing initiatives and special projects

Are you:

• Highly organized with exceptional attention to detail
• A strong communicator with excellent written and verbal communication skills
• Comfortable managing multiple priorities and meeting deadlines in a fast-paced environment
• Adaptable and able to shift focus when urgent matters arise
• Skilled at exercising sound judgment and handling confidential information with discretionAble to work independently while collaborating effectively with diverse stakeholders
• Proactive, resourceful, and motivated to support operational excellence

This is more than administrative support; it is an opportunity to contribute to the planning, coordination, and operations that help create a safe, functional, and efficient environment for patients, visitors, and staff.

Minimum Qualifications:

Associate's degree and three (3) years of related experience required; or an equivalent combination of education and experience. Proficient with Microsoft Office applications, including Word, Excel, PowerPoint, Project, and Visio

Work Days:

Monday-Friday Days

Message to Applicants:

Recruitment Office: Human Resources