Administrative Assistant II

This position serves as the operational backbone of the Program for the Advancement of Research on Conflict and Collaboration (PARCC), a multifaceted, interdisciplinary research center within the Maxwell School of Citizenship and Public Affairs. The position incumbent is responsible for managing the administrative, financial, programmatic, and communications operations that sustain PARCC's diverse portfolio of research, education, and community engagement activities. The incumbent serves as the primary point of operational continuity for a program whose reach spans the University, the Syracuse community and broader region, and the international scholarly and practitioner community. Specific areas of responsibility include academic program management, financial administration, research program and community engagement coordination, and communications and events, and general office and faculty support. The breadth, complexity, and nature of PARCC's activities require a professional with the capacity to simultaneously manage competing priorities, diverse student populations, multiple programmatic and grant obligations, and community partnerships.

This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

Education and Experience

Preferred qualifications include a bachelor's degree and at least three years of administrative support or program coordination experience, preferably in a higher education, or professional office environment.

Skills and Knowledge

This position requires discretion and requires an understanding of financial management, marketing, and grants administration

Responsibilities

• The incumbent is responsible for administering multiple academic programs and initiatives. Certificate of Advanced Study (CAS) in Conflict and Collaboration: Administer the CAS program by advising students on requirements, course selection, and enrollment processes. Track student progress, process certificate paperwork, maintain records, coordinate annual assessments, and manage program information on the website. Coordinate the annual PARCC Summer Institute, including planning with instructors and College of Professional Studies staff. Develop marketing initiatives for University and external audiences and manage logistics such as communications, space, technology, and materials. Prepare final reports and course evaluation summaries. Undergraduate Minor in Conflict and Collaboration: Support implementation and administration of the undergraduate minor. Assist students with program requirements, monitor enrollment and completion, coordinate with faculty advisors and departments, and manage promotional and web content. Conflict Management Center (CMC) and Micro-Credential Program: Provide administrative support for trainings, workshops, and the annual Workshop Series. Coordinate logistics, communications, publicity, and operational support for the micro-credential program and related initiatives.
• The incumbent is responsible for general operational budget and finances and faculty research accounts and reimbursements.

General Operational Budget and Finances: Administer financial records and paperwork for all PARCC general operating and program-specific accounts. Maintain budget records throughout the fiscal year and prepare regular financial reports on ongoing expenses across all programs and activities. Review all expenditures to ensure conformance with budgetary provisions and University financial policies. Monitor and reconcile accounting system reports for accuracy and completeness, and prepare and review budget, revenue, expense, invoice, and other accounting documents as needed. Manage purchasing card reconciliation, review and submit expense reports, vendor payments, and other account activities. Arrange timely payment of honoraria for visiting speakers, workshop presenters, competition winners, and other program participants. Faculty Research Accounts and Reimbursements: Administer financial transactions for individual PARCC faculty research accounts. Process expense reimbursements for faculty, students, and visitors. Review and submit travel expense reports, vendor payments, and other account activity on behalf of faculty associates.

• Manage E-PARCC, an open-access collection of teaching cases and simulations on conflict and collaboration developed through an annual international competition. Maintain competition timelines, develop and distribute calls for submissions, coordinate the double-blind peer review process, manage communications with submitters, reviewers, and faculty judges, process payments, and prepare reports. Coordinate with Maxwell staff to maintain and update the E-PARCC website and distribute updates to the PARCC community. Mini-Grant Competitions: Promote annual mini-grant programs and manage submission, review, and award processes. Coordinate review committees, communicate award decisions, process payments, maintain records, prepare reports, and update website content. Conversations in Conflict Studies Series: Coordinate logistics for the speaker series, including scheduling, speaker communications, travel, room reservations, technology, catering, publicity, and announcements. Community Engagement Projects: Support PARCC community engagement initiatives by coordinating meetings and communications with community partners, processing contracts and related paperwork, managing event logistics, maintaining records, preparing reports, and serving as liaison between PARCC, faculty, and external partners.
• Manage PARCC's full communications infrastructure, including the website, social media, listservs, and contacts and student records databases. Produce and publish online news updates, program and event descriptions, annual reports, newsletters, and research/practice briefs for various audiences. Design and produce promotional materials including but not limited brochures, posters, and digital content. Coordinate administrative work associated with PARCC conferences, workshops, visiting speakers, special meetings, and co-sponsored events, including logistics, publicity, and post-event reporting.
• Coordinate day-to-day business activities of PARCC. Manage administrative work for PARCC faculty associates, including, scheduling, correspondence, and records management. Coordinate space assignments and provide orientation to new students, visiting scholars, and faculty. Oversee maintenance of the physical office suite housing 8+ faculty and numerous students, including management of technology, equipment, supplies, and facilities requests. Arrange travel, accommodations, and workspace for faculty, students, and guests as needed. Coordinate student hiring as needed, including position posting, application review, and onboarding in accordance with University employment policies. Coordinate with the Director to plan and administer semi-annual meetings of PARCC's research directors, including scheduling, agenda preparation, meeting logistics, and follow-up communications. Manage visiting fellows program, including preparation of invitation letters, coordination of office space and building access, arrangement of library and technology privileges, processing of stipend or honoraria payments, and orientation. Liaise with University international students and scholars office when applicable.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

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