Executive Assistant for Academic Operations

Executive Assistant for Academic Operations Job #: 040989
Location Syracuse, NY
Pay Range: $60,450 - $65,000
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 Job Description:
This position provides high level executive administrative leadership and professional support to the Associate VP for Academic Operations and the Associate Provost for Internationalization. In addition to daily management of schedules, high-level communications, and financial processing for two departments, this position will be responsible for administrative support or oversight of various projects across the University, including international coordination with Syracuse Abroad centers and potential international partner entities. Budget and operations support of the Associate VP for Academic Operations will require collaboration across all areas of the academic core of the University with expert discretion and tact to handle sensitive financial information. This position also provides support in the revision, preparation, and dissemination of highly confidential documents to University leadership including the Board of Trustees. Additionally, this position oversees the Memoranda of Understanding process for the Office of the Provost, requiring knowledge of general parameters for a variety of MOUs, with specific attention to international agreements in support of the Associate VP for Internationalization, and close coordination with Risk Management, the central Budget Office, and the Office of the General Counsel. Qualifications:

• Bachelors degree or equivalent combination of education and experience; Masters degree preferred.
• Five (5+) plus years of experience with executive administrative support or office management.

Job Specific Qualifications:

• International experience and financial/operational experience preferred.
• Expert verbal and written communication skills.
• Discretion and diplomacy.
• Capability to manage multiple simultaneous projects and prioritize among them independently.
• Expert level problem solving, research, information gathering, and analytical skills.
• Expert understanding of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with Adobe Acrobat.
• Capability to quickly learn web-based information systems and applications.
• Budget oversight experience.
• Understanding of accessible documentation preferred.

Responsibilities:

• Represent and support the Associate VP for Academic Operations.
• Represent the Associate VP for Academic Operations in the University community and external constituents. Interact with all levels of the University, including but not limited to, the Chancellor and Executive Team, Senior Academic leaders, Trustees, Deans, Department Heads, and Faculty.
• Collaborate with individuals on campus and external advisors to record, track, and report on progress related to various initiatives overseen by the Associate VP for Academic Operations.
• Prepare confidential documents for senior University administration and Board of Trustees in support of the Associate. VP for Academic Operations.
• Provide executive level administrative leadership and professional support in highly confidential area concerning University finances and operations in the academic core.
• Analyze complex confidential information to brief and/or prepare reports/materials for the Associate VP for Academic Operations.
• Arrange travel and out-of-town accommodations for business travel by the Associate VP for Academic Operations.
• Represent and support the Associate Provost for Internationalization.
• Represent the Associate Provost for Internationalization in the University and external, particularly international, constituents. Interact with all levels of the University, including but not limited to, the Chancellor and Executive Team, Senior Academic leaders, Trustees, Deans, Department Heads, and Faculty.
• Collaborate with Syracuse Abroad, international Syracuse Abroad centers, and various world partners in support of international initiatives of the Associate VP for internationalization. Record, track, and report on progress related to international initiatives.
• Assist in the preparation of reports and documentation related to internationalization efforts and projects.
• Prepare email and written correspondence as requested on behalf of the Associate Provost for Internationalization, including that intended for a global audience.
• Arrange international travel and accommodations for business travel by the Associate Provost for Internationalization.
• Provide project management, oversight, logistic support and/or other expert administrative support for a variety of projects assigned to the Associate VP for Academic Operations and the Associate Provost for Internationalization.
• Executive administrative support for Vice Chancellor-level research projects/initiatives as assigned, including scheduling, coordination with internal and external partners, and preparation of materials.
• Logistics and executive administration support for Provost-charged committees across the University, including scheduling, materials preparation, and event planning.
• Logistics and executive administration support for initiatives/working groups of senior Academic Affairs leadership, including Deans and relevant faculty experts.
• Research, materials gathering, material review, draft report writing, and final presentation preparation for projects assigned to the Associate VP for Academic Operations and/or the Associate Provost for Internationalization.
• Oversight of the overall MOU review and approval process for all MOUs signed by the Provost.
• Ongoing evaluation of the MOU process to identify potential areas creating lack of efficiency and devising new processes as needed to support a speedy but thorough review process.
• Detailed knowledge of all international agreements in support of the work of the Associate Provost for Internationalization.
• Ongoing collaboration with the office of Risk Management, central Budget Office, and the Office of the General Counsel on all MOUs signed by the Provost.
• Manage and coordinate daily office operations including budget, projects, and staffing.
• Use highly developed computer, analytical, technical, oral, and written communication skills.
• Maintain department files.
• Answer incoming calls and correspondence, including independently handling incoming communication where appropriate using judgement and discretion.

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 Universitys 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.



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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. 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 Universitys 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. Syracuse 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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About Syracuse University

Syracuse University is a place where talent, desire, and opportunity thrive. In 12 different schools and colleges that span the liberal arts and professional disciplines, students, faculty, and staff from diverse backgrounds come together to learn, create, and break boundaries. The University is also a vital part of the community, providing services as well as being a leader in employee benefits, work-life and organizational development, training, student employment, staff relations, and workforce diversity. Syracuse itself is located at the crossroads of New York State, and offers a lush landscape of seasons. From fun-filled summers in the Finger Lakes to snowy winters that thrill outdoor sports enthusiasts, the area truly has something for everyone.

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