Administrative Assistant to the Dean

at  Syracuse University

JOB DESCRIPTION

This position provides executive administration and professional support to the Dean of the Maxwell School. The position is responsible for administrative support and oversight of the Dean’s calendar which requires excellent communication, organization, professionalism and attention to detail. This position will prioritize requests, manage sensitive and confidential items, and display independent judgement and exercise discretion.
This position will focus on scheduling items for the Dean of the Maxwell School including coordinating travel arrangements and working with Advancement to coordinate donor meetings as requested. The position will provide office management for the Dean’s office suite including, but not limited to, handling front desk operations, processing of select credit card reconciliations, supply purchasing, and administrative support for various school meetings (faculty, staff, chairs). May supervise or direct the assignments of student workers.
This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

EDUCATION AND EXPERIENCE

• Associate’s Degree with experience in an higher education office environment; Bachelor’s preferred.
• Three (3) months’ experience in scheduling for an executive level position required.
• Experience in higher education preferred.

SKILLS AND KNOWLEDGE

• Excellent verbal and written communication skills.
• Discretion in dealing with confidential information and data.
• Independent judgement and problem-solving.
• Ability to multi-task and maintain professionalism in a fast-paced office environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) with the ability to draft, create and revise letters and documents.
• Familiarity with University operations.
• Knowledge in PeopleSoft preferred

PHYSICAL REQUIREMENTS

Not Applicable

• Maintaining calendars, scheduling meetings and developing itineraries for the Dean and occasionally other senior school leadership. This includes administrative support for the processing of travel related arrangements and the associated reimbursements.
• Serve as the initial point of contact and liaison with all levels of the University community, as well as external contacts for the Dean’s Office, as it relates to scheduling for the Dean.
• Coordinating with the Assistant Dean of Advancement (or designee) on the Dean’s schedule and availability to strategically identify time and space for donor meetings; this includes both short- and long-term planning that will be informed by regional travel, advancement objectives and the Dean’s priorities.
• Serve as the first point of contact for students, faculty, administrators and campus visitors coming to the Dean’s Office and those who communicate generally by telephone or electronic mail.
• Answer incoming calls, complex and non-routine inquiries, handle difficult, sensitive or confidential calls and inquiries in a highly professional manner.
• Review calendars for the Dean’s Office to obtain knowledge of appointments and visitors expected for the day.
• Keep informed of university news and issues that may elicit calls or visits to the office.
• Management of the front office including coordination of relief schedule to ensure coverage during business hours.
• Maintain front reception area and manage the Dean’s Office suite to include organizing, ordering supplies, cleaning, stocking, etc., May supervisor student workers.
• Process credit card reconciliations for individuals within the Dean’s Office including the Dean, Associate Deans, Assistant Dean, and Advancement Team. Other reconciliations may be assigned as capacity allows.
• Manage logistical planning including space acquisition, publicity, travel and lodging arrangement, technology management, food, etc., for several events throughout the year including the bi-annual staff appreciation breakfasts and support for regularly occurring monthly leadership, faculty or staff meetings.