What are the responsibilities and job description for the Office Coordinator III position at Syracuse University?
Job Description
The office coordinator serves as the initial departmental representative to incoming constituencies and handles a variety of tasks providing operational support and general assistance to students, faculty, and staff. The office coordinator is present in the office to provide services to campus constituents.
Critical job duties include: managing applications for grad admissions; preparing materials for accredited graduate programs; preparing for faculty promotion and tenure reviews; Student support; Faculty support; Managing and maintaining critical databases; Gebbie Clinic daily operations including deposits, credit card reconciliation and repository reports, backup clinic coverage; Routine management of busy front office; Answering phones managing walk-ins; Managing class waitlists; Event Planning; Managing department website, email and social media; newsletter and alumni relations; Office supplies management; Managing course evaluations.
This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.
Education and Experience
Administrative Duties and Office Coordination
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 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.
The office coordinator serves as the initial departmental representative to incoming constituencies and handles a variety of tasks providing operational support and general assistance to students, faculty, and staff. The office coordinator is present in the office to provide services to campus constituents.
Critical job duties include: managing applications for grad admissions; preparing materials for accredited graduate programs; preparing for faculty promotion and tenure reviews; Student support; Faculty support; Managing and maintaining critical databases; Gebbie Clinic daily operations including deposits, credit card reconciliation and repository reports, backup clinic coverage; Routine management of busy front office; Answering phones managing walk-ins; Managing class waitlists; Event Planning; Managing department website, email and social media; newsletter and alumni relations; Office supplies management; Managing course evaluations.
This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.
Education and Experience
- High School Diploma with 3 years’ experience.
- Associate’s degree or equivalent preferred plus 2-4 years office experience preferably in an academic environment.
- Solid understanding of Microsoft Office and Adobe Professional suite, with the ability to create and revise documents.
- Good oral and written communication skills.
- Solid interpersonal skills.
- Good organizational skills, and the ability to multi-task in a fast-pace professional environment.
- Ability to maintain a high level of confidentiality with sensitive information.
- Knowledge of PeopleSoft or related system is preferred but not required.
Administrative Duties and Office Coordination
- Routine management of busy front office assisting students, faculty and visitors.
- Must be knowledgeable about department programs to effectively answer telephone calls and handle walk in traffic.
- Monitor and order supplies and services.
- Faculty Support – confidential administrative support, technology assistance, syllabi compilation, meeting coordination, and processing miscellaneous requests.
- Assist with administrative function of the P&T process.
- Manage course waitlists, schedule final exams.
- Assist Operations Specialist with course scheduling and other administrative tasks.
- Update advising assignments.
- Gebbie Clinic support – Backup coverage for clinic: Answer calls, greet clients, schedule appointments, manage referrals, use electronic medical records software.
- Budget Support – Prepare daily deposit; run transaction reports, prescreen faculty credit card transactions; assist with preapproval process as needed.
- Annual Department equipment inventory report.
- Adapt and retool as campus business processes; maintain and update standard operating procedures.
- Manage administrative aspects of the process, provide support to faculty, including monitoring and updating graduate program application status throughout process.
- Manage inquiries and update materials to aid recruitment.
- Coordinate communication with prospective students.
- Answer inquiries (emails and calls) from prospective applicants.
- Coordinate outgoing messages to applicants.
- Review and prepare admission materials for faculty review, including creating report spreadsheets, calculating score reports, utilizing WebAdmit and On-Base admissions software.
- Process documentation for awards, financial aid awards, and graduate/teaching/research assistant awards.
- Prepare and coordinate submission of admission/denial letters and financial offers as directed by committee.
- Track and update accepted/declined offers, update financial awards as needed, keep track current and final designation status for all applications for internal and external reporting.
- Assist with tracking and follow-up communication and matriculation for accepted students.
- Student Support – Answer inquiries from prospective students, student records management.
- Compilation and production of content for the department’s newsletters, handbooks and manuals, admissions communications, and brochures under the guidance of the department chair and faculty committees.
- Website Manage and update content for the department website (required for 2 program accreditations) and social media sites under the guidance of the faculty.
- Provide support to faculty and staff in updating their lab websites, course Blackboards, etc., update department Facebook and Instagram accounts.
- Publications – Edit and make recommendations for new department publications, including brochures, posters, and postcards.
- Coordinate the design and production of materials using university-supplied templates and adhering to University Brand Guidelines and requirements.
- Alumni Relations – Maintain alumni database, collaborate with faculty to prepare annual alumni newsletter (layout, design & proofreading) and newsletter distribution.
- Creating and managing calendars of departmental events.
- Plan annual or special events in collaboration with the chair and faculty, managing all details independently.
- Regularly update the chair and/or operations specialist regarding status of planning and adherence to budget.
- Responsible for financial and logistical aspects of event management: site selection, catering, hotel and flight arrangements, registration/database management and production of meeting materials, as well as reconciling the financial aspect of our own events.
- Such events include, but are not limited to:
- Annual departmental all-day opening meeting.
- New graduate student orientation.
- Admissions recruitment events and open houses.
- Welcome to the profession’s events.
- Off-site alumni receptions at large national meetings attended by faculty.
- Continuing education events.
- Student luncheons.
- Visits for faculty candidates.
- Visits for trustees, accreditation site visitors, etc.
- Other duties as assigned.
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 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.