Operations Specialist and Assistant to the Assistant Provost/Executive Director

Standard University business hours

8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)

Hours may vary based on operational needs.

The Operations Specialist provides comprehensive operational and administrative support to the Assistant Provost/Executive Director of Syracuse Abroad, ensuring smooth day-to-day functioning while supporting strategic initiatives across a complex global organization. This role manages essential operations-executive calendar coordination, HR liaison work, facilities oversight, IT support-while also contributing to project coordination, strategic communications development and data storytelling, and relationship management spanning 11 directors, Syracuse-based staff, 5 international centers, and campus and international partners.

Success requires someone who excels at the foundational work that keeps operations running efficiently and has the judgment to recognize when to escalate issues versus when to independently propose solutions. Youll maintain critical administrative systems and handle routine operations with precision while proactively identifying coordination gaps, process improvements, and emerging needs. This role demands self-direction, organizational excellence, and the professional confidence to earn trust and respect across all levels-from front-line staff to senior leadership to international partners.

The ideal candidate brings strong operational skills, sound judgment, and discretion. Youll manage confidential matters, coordinate across multiple stakeholders, and serve as a reliable support to the AP/ED and broader leadership team. Understanding your scope while exercising appropriate initiative is essential. This position offers genuine breadth-touching executive support, HR coordination, strategic communications, project tracking, data analysis/storytelling and management, and local facilities and equipment-making it ideal for someone who values continuous learning, takes pride in operational excellence, and knows how to get things done effectively.

If youre looking for a role where your organizational expertise, proactive approach, and professional judgment make a tangible difference in supporting global education, this position offers both stability and growth.

Calendar & Meeting Management: Manage complex, multi-time-zone calendar for Assistant Provost/Executive Director (AP/ED). Track priorities and action items; prepare briefing materials, agendas, presentations, and reports.
Administrative Coordination & Operations: Serve as primary contact for Syracuse Abroad ~38 domestic staff. Facilitate communication across functional units, maintain administrative systems, troubleshoot issues, and respond to inquiries. Oversee facility management (access, security, repairs, upgrades, moves, furniture), telecommunications, office operations, vendor relationships, and front desk coverage.

Project & Data Coordination: Identify operational needs and coordination challenges; propose solutions. Track project deadlines and stakeholder communication. Conduct data analysis and create visuals to effectively communicate findings.

Strategic Communications: Draft communications, reports, and presentations for internal and senior leadership audiences, analyzing and presenting data to support impactful data storytelling. Develop messaging on study abroad initiatives for university partners, faculty, and staff. Coordinate with Advancement on gift database and acknowledgment correspondence.

HR Coordination: Serve as HR liaison for ~38 Syracuse-based staff. Manage hiring processes (position evaluation submissions, searches, interviews, onboarding) and training coordination. Support Performance Partnership Reviews, quarterly staff support updates, staff events, and documentation. Maintain contact lists and organizational charts.

Partnership & Travel Management: Build and maintain relationships with international partners, campus leadership, faculty, and departments. Coordinate and manage annual international Director campus and other events, and travel arrangements for AP/ED and visitors.

IT & Equipment Management: Coordinate IT support and issue resolution. Manage equipment procurement and records. Serve as University Sponsor for international staff IT accounts and support program rollouts.

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 http://www.syracuse.edu.

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.