Administrative Specialist

Job Description

The Center for Global Indigenous Cultures and Environmental Justice (CGIC) in the College of Arts & Sciences at Syracuse University (SU) is seeking an administrative specialist. They will serve as the Center’s primary administrative contact, present in the administrative office on campus during business hours, managing its communications, budget, event planning, advertising, scheduling, and providing academic support to Center faculty, students, visiting scholars and postdoctoral researchers. This is a grant-funded position.

SU is located on the ancestral lands of Onondaga Nation and committed to Native American and Indigenous scholars and students. Initiatives include the Haudenosaunee Promise scholarship, Native (American)Student Program (NSP), and the Indigenous Living Learning Community (ILLC). SU offers a Certificate in Iroquois Linguistics and minor in Native American and Indigenous Studies (NAIS). The Center is a multidisciplinary center designed to strengthen the NAIS program, host symposia, enhance NAIS curriculum, and increase opportunities for student engagement and experiential learning in Indigenous studies.

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

Education and Experience

• Qualified candidates will have a college degree or equivalent work experience. Ideally, this will include 4-5 years of administrative, student services, or managerial experience.
• Applicants should also have proficiency in Microsoft Office and Adobe Professional suite, excellent written and verbal communication skills, and the ability to handle multiple priorities and requests.
• Preference will be given to those with experience working with underrepresented scholars and students, and community-based organizations.

Skills and Knowledge

• Strong in Microsoft Office and Adobe Professional suite, with the ability to create and revise documents.
• Excellent written and verbal communication skills.
• Highly detail-oriented individual with a strong capacity for reading and comprehending large and complex documents and applying that knowledge as needed.
• Exceptional customer service ethic and problem-solving abilities.
• Ability to handle multiple priorities and requests.
• Knowledge of PeopleSoft or related systems.

Responsibilities

Center Administrator

• Administrative specialist is present in the CGIC office on the Syracuse University main campus during business hours to provide administrative support to Center, and Center leadership to meet deadlines, plan, execute and advertise major projects/events, coordinate Center programming, meetings (including managing zoom attendance at in-person meetings, when necessary), calendars, and travel arrangements, as necessary.
• Support Center leadership with establishing organizational systems, maintaining records, and ensuring compliance with accreditation requirements.
• Provide logistical and administrative support for course scheduling and search activities (e.g. for part-time faculty, postdocs, and research assistants).
• Actively research/track deadlines for possible Center funding sources for the future.
• Assist Center leadership in preparing, editing, and proofreading grants, (and promo materials) and coordinating their timely submission.

Communication

• Manage communications for the Center, Director (as needed), with center faculty, invited guests, elder in residence, students and about the NAIS minor.
• Establish/maintain relationships with external/internal partners to promote Center, raise awareness of its aims, programs, opportunities, and events while documenting their impacts.
• Manage Center’s email ([email protected]), respond to basic queries, forward complex inquiries to affiliate faculty, in consultation with Director.
• Update/create Center/program webpages, calendars, listservs, promotional materials with CAS communications team, schedule/coordinate meetings, reminders, create/distribute agendas, take meetings minutes as requested.
• Support onboarding of postdocs/student assistants.
• Coordinate with Native (American) Student Program about minor, courses, event schedules, student engagement activities and recruitment efforts.
• Assess existing office operating procedures, discuss revision/creation of new procedures in consultation with Director and the Center’s advisory board.
• Reach out to other SU offices for specific information to accomplish student/office related tasks as needed.

Academic Support

• Manage course scheduling, enrollment management, final exam scheduling, classroom assignments, student data inquiries and other miscellaneous academic-related issues for the Center and the NAIS minor (including but not limited to processing course petitions, minor declarations, and coordinating communication with current and prospective students).
• Assist and support Director in creation and maintenance of records that map (projected 1-2 years out) expected/intended course offerings, monitor these to ensure courses with similar topics are not scheduled for the same semester, and track anticipated faculty research leaves so course offerings remain robust even when multiple faculty affiliates are expected to be on leave simultaneously.
• Create, review, and maintain records regarding students enrolled in the NAIS minor, their progress, and minor completion rates.
• Maintain knowledge of and provide support to Director, faculty, and students using University reporting and data systems including PeopleSoft, MySlice, On Base, Blackboard, and class scheduling/enrollment/curriculum procedures.

Budget And Payroll Responsibility

• Process and track expenses associated with the operation of the Center, faculty research, course expenses, and sponsored funds.
• Prepare financial reports as requested.
• Prepare annual PTI budget request and ensure adherence to allocated budget.
• Manage and monitor all payroll and time entry processes, and chart string distribution for faculty, students, temporary staff.
• Work with Office of Research and College Budget Office staff to resolve budget questions and assist in requests from various central university offices.
• Regularly monitor and order needed office supplies.
• Other duties as assigned.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.

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

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-9/11 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.