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Operations Specialist

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  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Syracuse

Requirements

  • Education and Experience
  • Bachelor’s degree or equivalent.
  • Five (5) plus years of work experience preferably in an academic environment.
  • Computer skills.
  • Supervisory experience.
  • Ability to problem solve issues for undergraduates, graduate students, faculty, staff, and administrators.
  • Skills and Knowledge
  • Current knowledge of university policies and practices and excellent working relationships with personnel at all levels across campus.
  • Advanced knowledge of Microsoft Office and Adobe Professional suite.
  • High level of research and data gathering ability, analytical skills, ability to read and interpret documents, basic negotiation skills, management and delegation skills, strong organizational skills, advanced verbal and written communication skills, ability to prioritize tasks and manage multiple projects.
  • Excellent proofreading ability.
  • Working knowledge of university budget systems (FAB) and excel.
  • Advanced knowledge of PeopleSoft or related system.

Responsibilities

  • Manage day-to-day departmental operations, processes, and procedures. Advise Chairs and stakeholders regarding all University, College, and departmental deadlines and events. Continually review processes, recommend improvements to the Chair, and monitor their implementation by providing guidance and oversight to staff supporting multiple units. Serve as the go-to resource for faculty and staff by keeping current on College and University policies/activities and maintaining strong professional relationships across campus.
  • Serve as liaison to the Dean’s office and Graduate School, develop plans for space and equipment usage, and ensure that plans are made and deadlines are met for annual department activities.
  • Keep multiple facility footprints operational by reporting maintenance problems, submitting work orders, and following up to ensure issues are corrected.
  • Provide high-level administrative support to the Chair to meet deadlines and keep the departments in good working order.
  • Maintain departmental records related to personnel and hiring. Serve as search administrator for all faculty and postdoc searches. Provide expertise and guidance to faculty for developing position evaluation requests (PERs) and navigating various search and hiring processes and activities.
  • Manage all data and processes related to hiring part-time union and non-union faculty. Maintain working knowledge of requirements of collective bargaining agreement.
  • Play an instrumental role in the planning and execution of major projects related to program accreditation, event planning, grad recruitment and orientation, faculty meeting support, travel planning.
  • Manage the day-to-day operations of the office, supervise staff and establish work priorities/workflow, and resolve management or personnel issues. Be present in the office to provide services to campus constituents.
  • Approve timesheets, delegate duties, oversee work products, provide direction to staff, and inform Chair of staff needs, problems, and changes. Ensure any delegated authorities or duties are properly documented and approved, and maintain appropriate internal controls.
  • Hire, train, and place staff for needed roles in the department.
  • Evaluate staff by providing regular feedback throughout the year and through the annual HR Performance Partnership process.
  • Analyze a variety of financial information from multiple funding sources to provide direction and support, make recommendations to the Chair, maximize use of funds, and ensure overall operations are within budget.
  • Process expense reimbursements, purchase requisitions, credit card reconciliations.
  • Accountable for a variety of manual and electronic fiscal information, files and records for the purpose of providing an up-to-date reference and audit trail.
  • Monitor spending allowances and new faculty start-up budgets and expenditures.
  • Responsible for the resolution of issues discovered during reconciliation of accounts.
  • Monitor scholarship credits, financial aid awarded, and graduate assistant awards.
  • Prepare reports as requested.
  • Work closely with college Director of Budget and Finance to resolve budget questions and assist in requests from the Dean and the Office of Budget and Planning.
  • Manage fiscal reports and assist the faculty in determining funds available, spending plan/projections and timing of Human Resources changes to ensure continued support for grants employees.
  • Calculate the financial effect salary distribution changes have on internal and external funding sources with varying fringe benefit and F&A rates, budget restrictions, effort reporting, and budget cycles (e.g. federal grants, cost-sharing monies, corporate, foundation, and gift funds), as well as securing cash flow with pre-award or no-cost-extension requests.

FAQs

What is the job title for this position?

The job title is Operations Specialist.

What department is this position associated with?

This position is associated with the Mathematics department.

Where is this job located?

The job is located in Syracuse, NY.

What is the pay range for this position?

The pay range for this position is $60,450 - $65,000.

What is the FLSA status for this role?

The FLSA status for this role is Exempt.

What kind of experience is required for this position?

The position requires five (5) plus years of work experience, preferably in an academic environment.

What type of employment is offered for this role?

This is a full-time position.

Are there any supervisory responsibilities?

Yes, the Operations Specialist will have supervisory experience as part of their responsibilities.

What are the standard hours for this position?

The standard hours are 8:30 am – 5:00 pm during the academic year and 8:00 am – 4:30 pm during the summer, with some variation based on operational needs.

What are some key responsibilities of the Operations Specialist?

The key responsibilities include managing day-to-day departmental operations, advising stakeholders on deadlines, serving as a liaison to the Dean’s office, and providing administrative support to the Chair.

What education is required for this position?

A Bachelor’s degree or equivalent is required for this position.

Is this a unionized position?

No, this is not a unionized position.

What skills are preferred for candidates applying for this role?

Preferred skills include advanced knowledge of Microsoft Office and Adobe Professional suite, strong analytical skills, excellent communication skills, and working knowledge of university budget systems.

What is the process for applying to this position?

Applicants must complete an online application and attach a resume and cover letter.

Does Syracuse University have a commitment to diversity and inclusivity?

Yes, Syracuse University is committed to maintaining an inclusive learning environment that reflects a diverse, multi-cultural, and international worldview.

Are there specific tools or equipment required for this position?

There are no specific tools or equipment listed for this position; it is stated as not applicable.

Is there a commitment to supporting and hiring veterans?

Yes, Syracuse University has a strong commitment to engaging veterans and the military-connected community through various educational and employment programs.

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Mission & Purpose

Syracuse University is a private research institution that offers a diverse range of undergraduate and graduate programs across various fields of study. Its ultimate mission is to foster a rich educational environment that promotes learning, innovation, and discovery. The university's purpose is to prepare students for professional and personal success through rigorous academics, experiential learning opportunities, and a commitment to global citizenship. Syracuse University aims to cultivate knowledge, encourage intellectual growth, and contribute positively to society through research, scholarship, and community engagement.