Executive Assistant

Job Description

The Executive Assistant position provides high-level executive administrative leadership and professional support to the Associate Provost, Faculty Affairs (APFA). The position is responsible for administrative support and oversight of initiatives that require expert communication, organization, professionalism, and attention to detail.

The Executive Assistant has recurring contact with representatives of the Office of the Board of Trustees, the Chancellor’s Office, and the Office of the Provost; Deans; Associate Deans; Department Chairs; campus leaders; members of the University Senate; faculty; students; and community members. This position exercises initiative and discretion in managing the APFA’s daily activities, responding to inquiries, and directing them to appropriate resources.

The Executive Assistant will prioritize tasks and responsibilities and manage sensitive, confidential issues, using highly developed independent judgement.

This position will also provide project management for and coordinate the Scholars at Risk program and the Emeriti faculty group. This work will include logistical support, organization, program and event planning, marketing, and communications functions.

Qualifications

• Bachelor’s degree or equivalent combination of education and expertise.
• Five (5+) plus years of experience in an administrative support or operational role.
  
  

Job Specific Qualifications

• Professional experience in an environment that values shared governance and diversity, equity, inclusion, and accessibility.
• Extensive understanding of organizational structure within higher education, generally, and knowledge of Syracuse University’s operational environment preferred.
• Service orientation, combined with discretion and diplomacy.
• Ability to manage and prioritize multiple simultaneous projects and tasks independently.
• Initiative, independent judgement, and tact in handling daily inquiries and special projects.
• Skilled listener who can identify core issues and concerns.
• Expert-level problem solving, information gathering, and analytical skills.
• Ability to communicate clearly in writing and orally. Excellent written communication skills. Superior proof-reading ability.
• Knowledge of tools and platforms to facilitate information dissemination, collection and organization (Microsoft environment).
• Knowledge of diversity, equity, inclusion, and accessibility as it applies to higher education generally and faculty careers specifically. Skills and abilities to maximize effectiveness with diverse groups of faculty and staff.
  
  

Responsibilities

• Provide professional, comprehensive, executive-level administrative support and assistance to the Associate Provost for Faculty Affairs (APFA).
• Serve as the initial point of contact and liaison with all levels of the University community, as well as external contacts.
• Proactively manage the APFA’s calendar and schedule to accommodate the needs of the APFA, as well as those requesting meetings with the APFA.
• Prep agendas and reports for meetings. Manage and execute a multitude of requests independently on a daily basis regarding the work of Faculty Affairs.
• Establish and maintain professional and productive relationships with peers in academic affairs, those in academic units, and others.
• Independently resolve issues and problems, execute solutions, and respond to questions and requests in alignment with university policies and best practices to ensure exemplary customer service is provided to the University community.
• Serve as the lead for project management, oversight, and logistic and administrative support for a range of projects undertaken by the APFA, including ad-hoc committees and task forces.
• Maintain an organized system of monitoring progress on projects and requests to ensure deadlines are met.
• Prepare final reports/communications on behalf of the APFA. Prioritize and respond to requests from constituents (internal and external), reserve space for meetings, and compile necessary materials.
• Ensure effective coordination with direct reports (e.g., Assistant Provost for Faculty Affairs, Faculty Affairs Specialists, Administrative Specialist).
• React quickly and professionally to changes. Collaborate with individuals on campus and in the community, including representatives of the Board of Trustees, to support implementation of various initiatives, including unit-level executive searches led by the Associate Provost.
• Organize and arrange travel, including travel for campus visitors, where necessary.
• Create, edit, distribute, and/or retain documents, files, and reports to ensure a permanent working knowledge base for functions related to APFA responsibilities and priorities, as well as core processes and procedures within Faculty Affairs.
• Compose and edit correspondence, as requested. Organize and maintain all electronic and paper files, including those that are highly confidential.
• Coordinate with the Assistant Provost for Faculty Affairs and University Archives for proper long-term retention and indexing of necessary documents.
• Maintain communications and facilitate programming for Syracuse University’s participation in the Scholars at Risk program.
• Identify programing interests, facilitate communication with internal and external Scholars at Risk stakeholders, manage and coordinate workflows across various units to ensure continued engagement and support of Scholars at Risk fellows with little oversight.
• Maintain communications and facilitate programming for the emeriti faculty group.
• Identify programing interests, comprehensively manage and coordinate workflows across various units to ensure continued engagement and support of emeriti faculty with little oversight.
  
  

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.

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, 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 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 Diverse and Inclusive Campus Community

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.