Academic Operations Specialist

Academic Operations Specialist Job #: 040903
Location Syracuse, NY
Pay Range: $58,500 - $62,000
Hours: Standard University business hours:
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
Hours may vary based on operational needs.
Job Type: Full-time Job Description:
Manage the day-to-day academic operations of department related to the graduate and undergraduate degree programs, program curricula, and program accreditation, including managing online apps and documentation for undergraduate, M.S. and Ph.D. degree programs in Civil and Environmental Engineering. Steward students and faculty through all aspects of graduate program administration from admission to the program to the completion of the degree. This includes providing advisory, referral, and information services to students, faculty, and other university units involved with graduate studies.
Oversee all undergraduate activities including email listservs, distribution of advising folders, and assistance with degree audits and certifications. It also includes course scheduling for entire department, student schedule adjustments and registration permissions, submission of curriculum changes to the University Senate through the Dean's Office, and coordination of course evaluations at the end of each semester.
Serve as office/operations manager for the CEE department including supervising student workers, providing classroom support; arranging receptions for the institutes; overseeing equipment, space, and furniture matters; coordinating mailings; and providing support and back up to the Budget Manager. Qualifications: College degree, or equivalent combination of education and 4 or more years of administrative experience in an academic environment. Knowledge of university procedures and policies preferred. Job Specific Qualifications: The ability for oral and written communication, attention to detail, ability to work independently, organization and time management, discernment and judgment with sensitive materials/information, ability to interact with a diverse student and faculty population, adaptability; collaboration with the university administration, and other academic units on campus. Responsibilities: Academic operations management responsibilities include graduate admissions processing; Research/Teaching Assistant appointments; Fellowship nominations; maintenance of student records and email listservs; advisor assignments; revisions of graduate handbook; organization/scheduling of graduate student orientation and M.S. project presentations; forms processing (Programs of Study, Certification of Full-time Status, Add/Drop, Petitions to Faculty, Proposals for Independent Study, Request for Examination); and certification of non-thesis M.S. degrees. For international students, facilitate the processing of Optional Practical Training (OPT) and Curricular Practical Training (CPT) requests, and F-1 Visa Extensions. Required to work in coordination with the Graduate Program Directors and Chair on all Middle States accreditation-related matters. Academic operations management responsibilities also include overseeing and handling undergraduate activities includes providing program curricula support including semester-by-semester course scheduling for entire department, room reservations for classes, registration permissions, schedule adjustments, submission of curriculum changes to the University Senate through the Deans Office. Coordination of course evaluations at the end of each semester. Undergraduate program support maintenance of email listservs, distribution of advising folders, and assistance with degree audits and certifications. Coordination of course evaluations at the end of each semester. Required to work in coordination with the Undergraduate Program Directors and Chair on all ABET and accreditation-related matters. Office/operational managerial duties including supervising work-study students, providing classroom support; arranging receptions for the department; managing department wide listservs; tracking office keys; overseeing equipment, space, and furniture matters; maintaining contact lists, maps, directories, and databases for the department; maintaining office supplies inventory; coordinating mailings. Assist with events; room reservations, arrange travel, place food orders, prep conference materials and a variety of projects across the year. Space and furniture oversight: Coordinating office moves, repairs, cleaning, keys. Monitoring kitchen supplies and cleanliness and enlisting custodial staff in keeping the department looking professional. Manage Keys, assign graduate desks. Provide backup support to Budget Manager for procurement and ePro Procard ordering as necessary. Help facilitate JPMC reconciliations. Supplies inventory and orders for office and kitchen supplies. Other office managerial duties include answering phones, fielding calls, greeting, and assisting incoming students, faculty, and visitors. Photocopying, scanning, and posting teaching materials. Updating web content. Managing mailings, sorting, and distributing incoming mail. Other duties as assigned. 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 Universitys 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



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.



Application Deadline: Full Consideration By: Open Until Filled: Priority Consideration: To apply, visit 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.
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 Universitys 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.
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.














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jeid-e9d1fc0bbe4b14469b******** fea186 About Syracuse University
Syracuse University is a place where talent, desire, and opportunity thrive. In 12 different schools and colleges that span the liberal arts and professional disciplines, students, faculty, and staff from diverse backgrounds come together to learn, create, and break boundaries. The University is also a vital part of the community, providing services as well as being a leader in employee benefits, work-life and organizational development, training, student employment, staff relations, and workforce diversity. Syracuse itself is located at the crossroads of New York State, and offers a lush landscape of seasons. From fun-filled summers in the Finger Lakes to snowy winters that thrill outdoor sports enthusiasts, the area truly has something for everyone.
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