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Administrative Assistant
Administrative AssistantSyracuse University • Syracuse, NY, United States
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Administrative Assistant

Administrative Assistant

Syracuse University • Syracuse, NY, United States
[job_card.30_days_ago]
[job_preview.job_type]
  • [job_card.full_time]
[job_card.job_description]

This position will support units without a financial administrative professional including Career Services, Graduate Enrollment, Facilities Management, and International Relations and from time to time provide flex capacity for financial transactions in times of vacancy or peak volume. This position will also support the Social Science PhD Program administratively and have a dotted line reporting relationship to the Social Science PhD Chair.

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

Education and Experience

  • Bachelor's degree or a combination of education and 2 to 3 years administrative experience.
  • Previous experience in higher education preferred.
  • Experience with financial or account clerking and reconciliation of accounts preferred.

Skills and Knowledge

  • Excellent customer service skills including the ability to respond in a prompt, knowledgeable, and respectful manner.
  • Demonstrated attention to detail and problem-solving skills.
  • Experience with the Microsoft Office suite.
  • Strong interpersonal and communication skills.
  • Demonstrated organization and adaptability as the role will work with a variety of stakeholders.

    • Responsibilities

    Academic Unit Support

  • Support all current Social Science PhD students as they pertain to records management, certifications, and progress toward degree.
  • Consult with the Social Science PhD Chair regarding policies and decisions as it pertains to students and the program.
  • Advise students and Chair regarding deadlines related to registration and program requirements necessary to graduate, as well as applications for awards and funding.
  • Create and maintain excellent working relationships with the Registrar's Office, Graduate School and Records Management to navigate various systems, processes and policies.

    • Administrative Support

  • Manage graduate student bays, various privileges for systems access such as doors, printers and copiers for the Social Science PhD program.
  • Arrange the logistics including space and catering for departmental events such as brown bag presentations and student events.
  • Assist with the scheduling of committee meetings for student milestones as requested and coordinated through the Social Science PhD Chair.

    • Financial Transactions

  • Administer financial records and paperwork, maintain budget records, prepare reports based on expenditures to date.
  • Prepare accurate and timely processing of expense transactions (reimbursements, purchase requisitions, and credit card reconciliations) and maintain the necessary electronic backup references and audit records.
  • Prepare a monthly reconciliation for all assigned accounts and the subsequent follow-ups necessary as items require attention such as journal entries to correctly align charges.
  • Review account personnel and payroll distributions, identify variances from the budget, enter any necessary corrections in the system related to chart string allocations, hiring of students, termination of student or other positions. These functions will be performed regularly for Social Science, Career Services, Graduate Enrollment, Facilities Management and as needed for areas such as Public Health or others assigned when vacancies occur.

    • Payroll Support

  • Monitor activity of assigned PINs, hire students, complete term appointments or terminations in the system, update reports to supervisors as necessary.
  • Provide school-wide support on the monitoring of vacant PINS including regular audits and follow ups with departments, processing deactivations in coordination with the Sr. Director of Budget & Administration and Human Resources.

    • Front Office Support

  • Provide surge support to the Dean's Office in times of high vacancy, peak times of the academic and fiscal year calendars, and where possible for student or staff call out days.

    • Physical Requirements

    Not Applicable

    Tools / Equipment

    Not Applicable

    Application Instructions

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

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