Administrative Assistant II

Posting Details

Posting Details


Job #
042847


Department Code
22017-2024


Department
Maxwell


Job Title
Administrative Assistant II


Location
Syracuse, NY


Campus
Syracuse, NY


Commitment to On-Campus Experience


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
$21.40 - $25.18


Pay Determination


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

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

8:00am - 4:30pm (summer)

Hours may vary based on operational needs.

Job Type
Full-time


Unionized Position Code
UA


Job Description


This position serves as the operational backbone of the Program for the Advancement of Research on Conflict and Collaboration (PARCC), a multifaceted, interdisciplinary research center within the Maxwell School of Citizenship and Public Affairs. The position incumbent is responsible for managing the administrative, financial, programmatic, and communications operations that sustain PARCC's diverse portfolio of research, education, and community engagement activities. The incumbent serves as the primary point of operational continuity for a program whose reach spans the University, the Syracuse community and broader region, and the international scholarly and practitioner community. Specific areas of responsibility include academic program management, financial administration, research program and community engagement coordination, and communications and events, and general office and faculty support. The breadth, complexity, and nature of PARCC's activities require a professional with the capacity to simultaneously manage competing priorities, diverse student populations, multiple programmatic and grant obligations, and community partnerships.

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

Education and Experience


Preferred qualifications include a bachelor's degree and at least three years of administrative support or program coordination experience, preferably in a higher education, or professional office environment.

Skills and Knowledge


This position requires discretion and requires an understanding of financial management, marketing, and grants administration

Responsibilities

• The incumbent is responsible for administering multiple academic programs and initiatives. Certificate of Advanced Study (CAS) in Conflict and Collaboration: Administer the CAS program by advising students on requirements, course selection, and enrollment processes. Track student progress, process certificate paperwork, maintain records, coordinate annual assessments, and manage program information on the website. Coordinate the annual PARCC Summer Institute, including planning with instructors and College of Professional Studies staff. Develop marketing initiatives for University and external audiences and manage logistics such as communications, space, technology, and materials. Prepare final reports and course evaluation summaries. Undergraduate Minor in Conflict and Collaboration: Support implementation and administration of the undergraduate minor. Assist students with program requirements, monitor enrollment and completion, coordinate with faculty advisors and departments, and manage promotional and web content. Conflict Management Center (CMC) and Micro-Credential Program: Provide administrative support for trainings, workshops, and the annual Workshop Series. Coordinate logistics, communications, publicity, and operational support for the micro-credential program and related initiatives.
• The incumbent is responsible for general operational budget and finances and faculty research accounts and reimbursements.
  General Operational Budget and Finances: Administer financial records and paperwork for all PARCC general operating and program-specific accounts. Maintain budget records throughout the fiscal year and prepare regular financial reports on ongoing expenses across all programs and activities. Review all expenditures to ensure conformance with budgetary provisions and University financial policies. Monitor and reconcile accounting system reports for accuracy and completeness, and prepare and review budget, revenue, expense, invoice, and other accounting documents as needed. Manage purchasing card reconciliation, review and submit expense reports, vendor payments, and other account activities. Arrange timely payment of honoraria for visiting speakers, workshop presenters, competition winners, and other program participants. Faculty Research Accounts and Reimbursements: Administer financial transactions for individual PARCC faculty research accounts. Process expense reimbursements for faculty, students, and visitors. Review and submit travel expense reports, vendor payments, and other account activity on behalf of faculty associates.
• Manage E-PARCC, an open-access collection of teaching cases and simulations on conflict and collaboration developed through an annual international competition. Maintain competition timelines, develop and distribute calls for submissions, coordinate the double-blind peer review process, manage communications with submitters, reviewers, and faculty judges, process payments, and prepare reports. Coordinate with Maxwell staff to maintain and update the E-PARCC website and distribute updates to the PARCC community. Mini-Grant Competitions: Promote annual mini-grant programs and manage submission, review, and award processes. Coordinate review committees, communicate award decisions, process payments, maintain records, prepare reports, and update website content. Conversations in Conflict Studies Series: Coordinate logistics for the speaker series, including scheduling, speaker communications, travel, room reservations, technology, catering, publicity, and announcements. Community Engagement Projects: Support PARCC community engagement initiatives by coordinating meetings and communications with community partners, processing contracts and related paperwork, managing event logistics, maintaining records, preparing reports, and serving as liaison between PARCC, faculty, and external partners.
• Manage PARCC's full communications infrastructure, including the website, social media, listservs, and contacts and student records databases. Produce and publish online news updates, program and event descriptions, annual reports, newsletters, and research/practice briefs for various audiences. Design and produce promotional materials including but not limited brochures, posters, and digital content. Coordinate administrative work associated with PARCC conferences, workshops, visiting speakers, special meetings, and co-sponsored events, including logistics, publicity, and post-event reporting.
• Coordinate day-to-day business activities of PARCC. Manage administrative work for PARCC faculty associates, including, scheduling, correspondence, and records management. Coordinate space assignments and provide orientation to new students, visiting scholars, and faculty. Oversee maintenance of the physical office suite housing 8+ faculty and numerous students, including management of technology, equipment, supplies, and facilities requests. Arrange travel, accommodations, and workspace for faculty, students, and guests as needed. Coordinate student hiring as needed, including position posting, application review, and onboarding in accordance with University employment policies. Coordinate with the Director to plan and administer semi-annual meetings of PARCC's research directors, including scheduling, agenda preparation, meeting logistics, and follow-up communications. Manage visiting fellows program, including preparation of invitation letters, coordination of office space and building access, arrangement of library and technology privileges, processing of stipend or honoraria payments, and orientation. Liaise with University international students and scholars office when applicable.

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.

Quick Link




Job Posting Date
06/08/2026


Application Deadline

Full Consideration By

Job Category
Staff


Message to Applicants


Syracuse University is interested in candidates who have the communication skills and cross-cultural abilities to maximize their effectiveness with diverse groups of colleagues, students and community members. Women, military veterans, individuals with disabilities, and members of other traditionally underrepresented groups are encouraged to apply. Syracuse University is an equal opportunity employer, as well as a federal contractor required to take affirmative action on behalf of protected veterans.