Operations 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: S5
FLSA Status: 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
Campus: Unionized Position Code Not Applicable
Job DescriptionThis role provides support to the Senior Vice President and Chief Advancement Officer, VP for Advancement in Academic Affairs, and the Director of Administration and Strategic Planning. The role supports the day-to-day work of the unit, including coordinating and managing calendars, scheduling appointments, proofing and coordinating briefings and preparing meetings/meeting materials, and managing travel arrangements. This position will prepare, proof and organize correspondence and documents, coordinate event logistics and presentation materials, manage and maintain operating procedures and processes for the office, prepare department budget reconciliations, purchase orders, expense reports and forecasts. They will serve as a liaison to external inquiries and constituents, and campus-based units and departments. The role is responsible for managing interactions, engagement, and gift related information in the CITRUS database, as well as producing/creating related reports and dashboards. This role serves as front-line staff who fields internal and external requests, questions and inquiries and will triage requests and prioritize items for response. This role partners closely with and receives direction from the Executive Assistant to the SVP and CAO.
Education and ExperienceBachelor's degree preferred, or associate degree and 3+ years of relevant experience.Excellent interpersonal and communication skills are required.Expert proficiency with MS Office suite, and web and social media platforms, design and AI tools.Exceptional organizational and time management skills required.A valid Driver's license is required.Event and unit support may require work hours/coverage outside of normal business.Skills and KnowledgeOutstanding level of professionalism and discretion in providing administrative support to the Senior VP and Chief Advancement Officer, VP for Advancement for Academic Affairs, and other members of the AEA senior team when necessary.Ability to exercise independent judgement, discretion, initiative, tact, and diplomacy and comfort in handling highly sensitive matters and maintain strict confidentiality.Knowledge of budgeting, financial reporting, and/or accounting procedures.Experience in working effectively in a high-energy environment requiring balancing multiple competing deadlines and priorities.Experience in interacting professionally with a diverse population within a variety of administrative levels.Ability to work with various vendor partners to support events, this includes all ordering, communications, and inventory management.Experience in working both independently and in collaboration with a variety of individuals.Proficiency with CRM tools.Understands and supports AEA's mission, vision, values.ResponsibilitiesSupport the SVP and CAO, Vice President, and Director with day-to-day requirements and administrative tasks to support the units and staff. This includes, but is not limited to, management of operating budgets, purchase requisitions and reconciliation for the CAO suite, coordination and management of the various office calendars, processing of purchase requisitions, previewing and editing meeting materials and presentations, and the review and reconciliation of individual staff member expenses.Specific to the SVP and CAO and VP, this support includes managing the daily calendar, travel reservations and accommodations, and the preparation of related monthly expenses. Provide positive and supportive interactions/interface with internal and external constituencies via phone, email and in-person, including being the lead manager for the CAO shared inbox. Ensure reporting and other data submission deadlines are fulfilled on a timely and accurate basis.Coordinate unit budget and monthly reporting of budget status, FY forecasting of expenditures, special projects funding, and interactions with purchasing/disbursements. Knowledgeable about budget/purchasing processes, procedures and policies and implementation across units. Oversee and process reconciliations, purchase orders, invoices and required timely submission of reimbursements/reconciliations. Under the management of the Director and the Executive Assistant, serve as the point of contact for all processes in the Advancement and External Affairs division. This includes creating and managing all standard operating procedures and ensuring all processes are accurately documented and maintained.Serve as a liaison to both internal and external constituents. Responds to inquiries, evaluates, and resolves issues and problems (which are often sensitive and confidential), independently, when appropriate, consulting with the SVP and CAO, VP, Director, and Executive Assistant as necessary. Internally maintain effective, open communication with units and departments to include, but not limited to, Advancement and External Affairs, staff within departments in the schools/colleges within Academic Affairs, Purchasing, Disbursements, and Comptroller. Work closely with the SVP, VP, Director and other staff to keep them informed of upcoming commitments and responsibilities, following up as appropriate and necessary. Use a proactive approach to issues and concerns presented. Assist with day-to-day operations of the SVP Advancement suite; greet and direct visitors at the front desk; triage phone inquiries and perform due diligence as necessary; open and prioritize incoming correspondence; maintain office supply inventory.Support the planning, coordination, and delivery of on and off campus events & activities for the SVP and VP. Prepare and manage the registration processes, guest lists for events as well as coordinate logistics with key university partners, both internal and external. Maintain comprehensive and accurate files related to engagement activities including, but not limited to; RSVP lists, donor information, post event evaluations and follow up & donor cultivation efforts. Perform/coordinate alumni data searches and retrievals to ensure comprehensive invitation lists for events. When necessary, assist with other program, design, presentations and communications for special events and meetings.Prepare and mail gift acknowledgement letters, notes and correspondence. Draft, prepare and distribute memos, agendas, correspondence for the SVP and CAO, VP, and Director.Utilizes CITRUS database of record to report/record interactions, engagement and gift efforts including, but not limited to engagement activity reports and system contact reports. Coordinates and ensures the accuracy of data entry and maintenance of donor records, and interactions. Perform/coordinate alumni data searches and retrievals to ensure comprehensive data and lists are used for events and meetings.Physical RequirementsN/A
Tools/EquipmentN/A
Application InstructionsIn addition to completing an online application, please attach a resume and cover letter.
About Syracuse UniversitySyracuse 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 http://www.syracuse.edu.
About the Syracuse areaSyracuse 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 StatementSyracuse 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.
Commitment to Supporting and Hiring VeteransSyracuse 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 Diverse and Inclusive Campus CommunitySyracuse University maintains an inclusive learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of campus life reflect a diverse, multi-cultural, and international worldview. The University community recognizes and values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, military backgrounds, religious beliefs, socio-economic status, cultural traditions, abilities, sexual orientations and gender identities. To do so, we commit ourselves to promoting a community that celebrates and models the principles of diversity and inclusivity.

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