Operations Specialist - Syracuse University : Job Details

This role provides support to the Senior Vice President and Chief Advancement Officer, VP for Advancement in Academic Affairs, and the Director of Administration and Strategic Planning. The role supports the day-to-day work of the unit, including coordinating and managing calendars, scheduling appointments, proofing and coordinating briefings and preparing meetings/meeting materials, and managing travel arrangements. This position will prepare, proof and organize correspondence and documents, coordinate event logistics and presentation materials, manage and maintain operating procedures and processes for the office, prepare department budget reconciliations, purchase orders, expense reports and forecasts. They will serve as a liaison to external inquiries and constituents, and campus-based units and departments. The role is responsible for managing interactions, engagement, and gift related information in the CITRUS database, as well as producing/creating related reports and dashboards. This role serves as front-line staff who fields internal and external requests, questions and inquiries and will triage requests and prioritize items for response. This role partners closely with and receive direction from the Executive Assistant to the SVP and CAO.

Education and Experience

* Bachelor's degree preferred, or associate degree and 3+ years of relevant experience.

* Excellent interpersonal and communication skills are required.

* Expert proficiency with MS Office suite, and web and social media platforms, design and AI tools.

* Exceptional organizational and time management skills required.

* A valid Driver's license is required.

* Event and unit support may require work hours/coverage outside of normal business.

Skills and Knowledge

* Outstanding level of professionalism and discretion in providing administrative support to the Senior VP and Chief Advancement Officer, VP for Advancement for Academic Affairs, and other members of the AEA senior team when necessary.

* Ability to exercise independent judgement, discretion, initiative, tact, and diplomacy and comfort in handling highly sensitive matters and maintain strict confidentiality.

* Knowledge of budgeting, financial reporting, and/or accounting procedures.

* Experience in working effectively in a high-energy environment requiring balancing multiple competing deadlines and priorities.

* Experience in interacting professionally with a diverse population within a variety of administrative levels.

* Ability to work with various vendor partners to support events, this includes all ordering, communications, and inventory management.

* Experience in working both independently and in collaboration with a variety of individuals.

* Proficiency with CRM tools

* Understands and supports AEA's mission, vision, values.

Responsibilities

* Support the SVP and CAO, Vice President, and Director with day-to-day requirements and administrative tasks to support the units and staff. This includes, but is not limited to, management of operating budgets, purchase requisitions and reconciliation for the CAO suite, coordination and management of the various office calendars, processing of purchase requisitions, previewing and editing meeting materials and presentations, and the review and reconciliation of individual staff member expenses.

* Specific to the SVP and CAO and VP, this support includes managing the daily calendar, travel reservations and accommodations, and the preparation of related monthly expenses. Provide positive and supportive interactions/interface with internal and external constituencies via phone, email and in-person, including being the lead manager for the CAO shared inbox. Ensure reporting and other data submission deadlines are fulfilled on a timely and accurate basis.

* Coordinate unit budget and monthly reporting of budget status, FY forecasting of expenditures, special projects funding, and interactions with purchasing/ disbursements. Knowledgeable about budget/purchasing processes, procedures and policies and implementation across units. Oversee and process reconciliations, purchase orders, invoices and required timely submission of reimbursements/reconciliations. Under the management of the Director and the Executive Assistant, serve as the point of contact for all processes in the Advancement and External Affairs division. This includes creating and managing all standard operating procedures and ensuring all processes are accurately documented and maintained.

* Serve as a liaison to both internal and external constituents. Responds to inquiries, evaluates, and resolves issues and problems (which are often sensitive and confidential), independently, when appropriate, consulting with the SVP and CAO, VP, Director, and Executive Assistant as necessary. Internally maintain effective, open communication with units and departments to include, but not limited to, Advancement and External Affairs, staff within departments in the schools/colleges within Academic Affairs, Purchasing, Disbursements, and Comptroller. Work closely with the SVP, VP, Director and other staff to keep them informed of upcoming commitments and responsibilities, following up as appropriate and necessary. Use a proactive approach to issues and concerns presented. Assist with day-to-day operations of the SVP Advancement suite; greet and direct visitors at the front desk; triage phone inquiries and perform due diligence as necessary; open and prioritize incoming correspondence; maintain office supply inventory.

* Support the planning, coordination, and delivery of on and off campus events & activities for the SVP and VP. Prepare and manage the registration processes, guest lists for events as well as coordinate logistics with key university partners, both internal and external. Maintain comprehensive and accurate files related to engagement activities including, but not limited to; RSVP lists, donor information, post event evaluations and follow up & donor cultivation efforts. Perform/coordinate alumni data searches and retrievals to ensure comprehensive invitation lists for events. When necessary, assist with other program, design, presentations and communications for special events and meetings.

* Prepare and mail gift acknowledgement letters, notes and correspondence. Draft, prepare and distribute memos, agendas, correspondence for the SVP and CAO, VP, and Director.

* Utilizes CITRUS database of record to report/record interactions, engagement and gift efforts including, but not limited to engagement activity reports and system contact reports. Coordinates and ensures the accuracy of data entry and maintenance of donor records, and interactions. Perform/coordinate alumni data searches and retrievals to ensure comprehensive data and lists are used for events and meetings.

Physical Requirements

N/A

Tools/Equipment

N/A

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.