What are the responsibilities and job description for the Operations Specialist and Assistant to the Assistant Provost/Executive Director position at Syracuse University and Careers?
Job #
042461
Department Code
22801-7171
Department
Syracuse Abroad
Job Title
Operations Specialist and Assistant to the Assistant Provost/Executive Director
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
$62,400 - $70,000
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
S5
FLSA Status
Exempt
Hours
Standard University business hours
8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)
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
Not Applicable
Job Description
The Operations Specialist provides comprehensive operational and administrative support to the Assistant Provost/Executive Director of Syracuse Abroad, ensuring smooth day-to-day functioning while supporting strategic initiatives across a complex global organization. This role manages essential operations—executive calendar coordination, HR liaison work, facilities oversight, IT support—while also contributing to project coordination, strategic communications development and data storytelling, and relationship management spanning 11 directors, Syracuse-based staff, 5 international centers, and campus and international partners.
Success requires someone who excels at the foundational work that keeps operations running efficiently and has the judgment to recognize when to escalate issues versus when to independently propose solutions. You’ll maintain critical administrative systems and handle routine operations with precision while proactively identifying coordination gaps, process improvements, and emerging needs. This role demands self-direction, organizational excellence, and the professional confidence to earn trust and respect across all levels—from front-line staff to senior leadership to international partners.
The ideal candidate brings strong operational skills, sound judgment, and discretion. You’ll manage confidential matters, coordinate across multiple stakeholders, and serve as a reliable support to the AP/ED and broader leadership team. Understanding your scope while exercising appropriate initiative is essential. This position offers genuine breadth—touching executive support, HR coordination, strategic communications, project tracking, data analysis/storytelling and management, and local facilities and equipment—making it ideal for someone who values continuous learning, takes pride in operational excellence, and knows how to get things done effectively.
If you’re looking for a role where your organizational expertise, proactive approach, and professional judgment make a tangible difference in supporting global education, this position offers both stability and growth.
Success requires someone who excels at the foundational work that keeps operations running efficiently and has the judgment to recognize when to escalate issues versus when to independently propose solutions. You’ll maintain critical administrative systems and handle routine operations with precision while proactively identifying coordination gaps, process improvements, and emerging needs. This role demands self-direction, organizational excellence, and the professional confidence to earn trust and respect across all levels—from front-line staff to senior leadership to international partners.
The ideal candidate brings strong operational skills, sound judgment, and discretion. You’ll manage confidential matters, coordinate across multiple stakeholders, and serve as a reliable support to the AP/ED and broader leadership team. Understanding your scope while exercising appropriate initiative is essential. This position offers genuine breadth—touching executive support, HR coordination, strategic communications, project tracking, data analysis/storytelling and management, and local facilities and equipment—making it ideal for someone who values continuous learning, takes pride in operational excellence, and knows how to get things done effectively.
If you’re looking for a role where your organizational expertise, proactive approach, and professional judgment make a tangible difference in supporting global education, this position offers both stability and growth.
Education and Experience
Required
- Bachelor’s degree
- 5 years progressive administrative experience in higher education or complex organizational settings
- Demonstrated experience coordinating projects across multiple stakeholders and timelines
- Background supporting senior leadership in fast-paced environments
Preferred
- Master’s degree
- HR coordination or liaison experience (hiring, onboarding, performance management)
- International program experience or work with global partners
- Communications development for institutional audiences
Skills and Knowledge
Core Competencies
- Exceptional organizational and project management skills handling multiple competing priorities and tight deadlines
- Strong analytical abilities: research, data interpretation, and visual presentation of complex information
- Proactive problem-solver who independently identifies challenges and implements solutions
- Diligent attention to detail across high-volume, high-stakes administrative operations
- Discretion with confidential information and sensitive personnel matter.
Relationship & Communication Skills
- Excellent professional communication for diverse audiences from senior leadership to international partners
- Proven relationship management and stakeholder coordination across organizational boundaries
- Cultural competency working in international contexts
- Effective working independently and collaboratively
Technical Proficiency
- Advanced Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Virtual meeting platforms (Teams, Zoom) and Adobe Creative Suite/Acrobat
- Ability to quickly learn new systems, applications, and AI tools
- Understanding of accessible documentation standards preferred
Responsibilities
Calendar & Meeting Management: Manage complex, multi-time-zone calendar for Assistant Provost/Executive Director (AP/ED). Track priorities and action items; prepare briefing materials, agendas, presentations, and reports.
Administrative Coordination & Operations: Serve as primary contact for Syracuse Abroad ~38 domestic staff. Facilitate communication across functional units, maintain administrative systems, troubleshoot issues, and respond to inquiries. Oversee facility management (access, security, repairs, upgrades, moves, furniture), telecommunications, office operations, vendor relationships, and front desk coverage.
Administrative Coordination & Operations: Serve as primary contact for Syracuse Abroad ~38 domestic staff. Facilitate communication across functional units, maintain administrative systems, troubleshoot issues, and respond to inquiries. Oversee facility management (access, security, repairs, upgrades, moves, furniture), telecommunications, office operations, vendor relationships, and front desk coverage.
Project & Data Coordination: Identify operational needs and coordination challenges; propose solutions. Track project deadlines and stakeholder communication. Conduct data analysis and create visuals to effectively communicate findings.
Strategic Communications: Draft communications, reports, and presentations for internal and senior leadership audiences, analyzing and presenting data to support impactful data storytelling. Develop messaging on study abroad initiatives for university partners, faculty, and staff. Coordinate with Advancement on gift database and acknowledgment correspondence.
HR Coordination: Serve as HR liaison for ~38 Syracuse-based staff. Manage hiring processes (position evaluation submissions, searches, interviews, onboarding) and training coordination. Support Performance Partnership Reviews, quarterly staff support updates, staff events, and documentation. Maintain contact lists and organizational charts.
Partnership & Travel Management: Build and maintain relationships with international partners, campus leadership, faculty, and departments. Coordinate and manage annual international Director campus and other events, and travel arrangements for AP/ED and visitors.
IT & Equipment Management: Coordinate IT support and issue resolution. Manage equipment procurement and records. Serve as University Sponsor for international staff IT accounts and support program rollouts.
Physical Requirements
Tools/Equipment
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 http://www.syracuse.edu.
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 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.
Salary : $62,400 - $70,000