Administrative Specialist

• 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 : S4

FLSA Status : Non-exempt

Hours : Standard University business hours

Considering making an application for this job Check all the details in this job description, and then click on Apply.

8 : 30am 5 : 00pm (academic year)

8 : 00am 4 : 30pm (summer)

Hours may vary based on operational needs.

Job Type : Full-time

Campus : Washington, DC

This is an in-person position located in the new office of the Institute for Democracy, Journalism & Citizenship. The office is located at 1333 New Hampshire Ave NW, 9th floor, Washington, DC 20036.

Education and Experience

High level administrative assistance skills in a professional environment

Skills and Knowledge

• 3-5 years experience in support of executive level directors or deans, preferably in an educational environment.
• Experience interacting in the arena of educational institutes, think tanks, or other similar organizations in Washington, D.C. is also preferred.

Responsibilities

Administrative Assistance to the Director of the Institute for Democracy, Journalism & Citizenship (IJDC)

Primary gatekeeper for the Director including all calendar, meeting, speaking, committee, and event requests. High level of professionalism and tact required.

Office Administration

• Primary IDJC staff presence on-site each day; requires ability to analyze and research solutions for a wide variety of issues encountered on a daily basis.
• Monitors, prioritizes, responds and redirects (as appropriate) communication to the Institute, including email, telephone calls, walk ins, mail and other correspondence.
• Some administrative assistance to additional IDJC faculty / staff and visiting fellows or professors, as directed.

Events

Assist with execution and planning of events and activities sponsored by the IDJC or with IDJC in coordination with the Newhouse and Maxwell Schools, or other university partners.

This may involve communicating with guests, vendors, audience or facilities teams, working with external or university events staff, building and execution invitation lists, coordinating with catering or picking up / setting out / clean-up of food and beverage, chairs, tables, etc.

and working before, during and after events on-site or off-site to check in guests, facilitate programming or trouble-shoot issues to ensure smooth execution.

Travel & Finance Processes

• Research and execute all planning for travel for the Director, as well as for all guests, speakers, and sponsored guests of the office.
• Oversee all financial processes required for reconciling purchases, reimbursements, travel expenses, etc. incurred by the Director or the Newhouse Academic Program in D.C.
• Assists with all supporting the activities of the Newhouse School’s academic program in Washington, D.C., including administrative support for the Professor serving as Director of Newhouse in D.C.

Newhouse Academic Program in D.C.

Assists with all supporting the activities of the Newhouse School’s academic program in Washington, D.C., including administrative support for the Professor serving as Director of Newhouse in D.C.

Application Instructions

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

EEO Statement

Syracuse University is an equal-opportunity, affirmative-action 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.

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