Administrative Specialist

Syracuse University is committed to delivering an exceptional student experience through vibrant, engaged campus communities. This position is based at the above campus location and requires regular in-person presence to support our students, collaborate with colleagues, and contribute to our thriving academic environment. Syracuse University values the collaboration, mentorship, and spontaneous connections that happen when our community works together on campus. Remote work arrangements are limited in accordance with University policy.

Pay Range

Pay Range $21.85 - $28.45

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

FLSA Status Non-exempt

Hours

Standard University business hours
8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)

Hours may vary based on operational needs.

Job Type

Job Type Full-time

Unionized Position Code Not Applicable

Job Description

The Administrative Specialist administers payroll and related personnel transactions for the Whitman School of Management, ensuring that staff, student, adjunct, and faculty pay is accurate, timely, and charged to the correct funding source in compliance with University policy and federal wage-and-hour regulations. Reporting to the Assistant Director of Budget and Finance, the position also serves as Search Administrator for adjunct and overload faculty searches and coordinates with Human Resources and Labor Relations. The incumbent handles confidential data, including labor relations information on grievances, bargaining strategy, and discipline files, as well as compensation and human resources data. The role requires sound independent judgment and strict confidentiality to protect this information.

Education and Experience

• Three to five years of higher education administrative and payroll support experience required. Prior Syracuse University Human Resources experience covering many of these job functions is strongly preferred.

Skills and Knowledge

Proficiency with Microsoft 365, PeopleSoft, OnBase, and Access. Strict discretion and sound judgment in handling confidential labor relations information, including grievances, bargaining strategy, and discipline files, as well as confidential compensation, financial, and personnel data. Exceptional time management skills and the ability to adapt to a continually changing work environment. Collaborative, team-oriented approach supported by strong written and verbal communication and interpersonal skills.

Responsibilities

Payroll Administration: Administers semimonthly and weekly payroll for the Whitman School of Management by reviewing and approving staff and student time entries each cycle so employees are paid accurately and on schedule. Enters RAPs, PARs, and chart string changes to keep position funding and pay records current. Trains student employees in the use of TimeClock and corrects timekeeping errors to ensure compliance with federal wage-and-hour regulations. Maintains the confidentiality of the compensation and personnel data handled in this work.
Adjunct Search, Labor Relations: Serves as Search Administrator for adjunct searches each semester and summer session, coordinating with department chairs to identify positions to be filled by adjuncts and overload faculty. Partners with Human Resources to generate adjunct contracts and maintain multi-year contracts, and manages job postings from search proposal through hiring proposal, including review of hiring decision notifications. Works with Labor Relations to resolve union-related issues and, in doing so, handles confidential labor relations information, including grievances, bargaining strategy, and discipline files.
New Hire Coordination: Coordinates new hires for staff, students, PhD students, Graduate Assistantships, adjuncts, faculty overloads, and extra service in conjunction with University Human Resources, HR Compensation, and Payroll by entering PERs, requesting new PINs, and reporting changes in vacant and filled PINs. Handles confidential compensation and human resources data in the course of this work.
Stipends and Awards: Processes summer and academic-year stipends, Maymester and Summer Session pay, and faculty and staff awards, ensuring each payment is set up on the correct funding source and paid within the applicable term. Processes summer pay for Defense Comptrollership Program faculty and PhD students.
Grant Payroll: Processes grant-related payroll under the direction of the Assistant Director of Budget and Finance or the Budget Manager by submitting all PARs and chart string changes for grant accounts so the department stays in compliance with University rules and deadlines.
Audits and Special Projects: Participates in financial audits, year-end closeout, and special projects, and performs other duties as assigned.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

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.
The area offers 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.