Executive Secretary (LVL 5)
Executive Secretary (LVL 5)
Graduate School Deans Office, Rose Hill
Fordham University
Fordham University has an excellent reputation as a dynamic institution located in New York City. Founded in 1841, Fordham enrolls more than 16,000 undergraduate and graduate students in its 9 Colleges and Schools.
- Fordham University offers a comprehensive and competitive benefits package to its employees, which includes medical, dental, vision, life, and disability insurance.
- We offer tuition remission for employees and their dependents
- A generous employer match towards a 403(b) retirement plan.
- As a tax-exempt organization under section 501(c)(3) of the Internal Revenue Code (IRC), Fordham is considered a qualifying employer for the Public Service Loan Forgiveness (PSLF) program, a federal program designed to forgive student loan debt for employees of certain public and certain nonprofit employers.
- As part of its work-life balance program, the University provides generous PTO including 15 vacation days, 12 sick days, 2 personal days, 6 summer Fridays, and holidays that include paid time off between Christmas and New year.
- University employees have access to the Employee Assistance Program (EAP). EAP provides no-cost, professional, and confidential services, to help employees and family members address a variety of personal, family, life, and work-related issues.
Hybrid Policy:
Please review the Hybrid Policy here.
Position Summary
Reporting to the Dean of Graduate Arts and Sciences, the Executive Secretary communicates effectively with students, applicants, faculty, and administrators.
The Executive Secretary to the Dean of the Fordham University Graduate School of Arts and Sciences is a pivotal role in facilitating administrative operations within the Dean’s office. Responsibilities entail managing the Dean’s and the staff’s schedules, coordinating meetings, assisting with small-and large-scale events, handling communication between the Dean and various stakeholders, maintaining confidential academic and financial records, and providing indispensable support for academic endeavors and projects.
The Executive Secretary will serve as a central point of contact within GSAS and must exhibit exceptional organizational abilities, discretion, and professionalism in managing tasks and communications.
The successful candidate will collaborate closely with faculty, staff, and other university departments to streamline processes and enhance the overall effectiveness of the Dean’s office.
Essential Functions
- Serves as Office Manager for the Graduate School of Arts and Sciences.
- Identifies and prioritizes projects to optimize the workflow of Dean’s front office; Develops, plans, and implements cost-effective procedures for day-to-day operations; including monitoring supplies.
- Manages the Dean’s calendar using Google calendar; oversees the Dean’s correspondence and documents; organizes, maintains, and updates essential office records and electronic files.
- Maintains files; scans, organizes, and distributes documents primarily in electronic media; creates letters, memos, mailings, and other correspondence primarily in electronic media.
- Assists with complex travel plans, materials, and itineraries; prepares travel expenses and processing reimbursements in Concur.
- Assists in planning and executing major GSAS events, including Orientation, the Gannon Lecture, 3MT, Research Day, and Commencement Day; coordinates with Fordham’s catering vendor, Aramark.
- Coordinates the timeline and related materials for GSAS committees and councils, including the GSAS Council, Executive Committee, Academic Affairs Committee, Program Reviews, and staff meetings.
- Communicates regularly and effectively with students, applicants, faculty, and administrators in person and in writing.
- Oversees electronic communications in the Dean’s office corporate account and directs inquiries from applicants and prospects, staff, faculty, and administration; responds to questions and concerns from students, faculty, staff, and other members of the college community and directs appropriately.
Essential Functions Note
This list is not intended to be an exhaustive list.
The University may assign additional related duties as necessary.
Management Responsibilities
Guides work of other employees who perform essentially the same work and/or student workers. Organizes, sets priorities, schedules and reviews work, but is generally not responsible for final decisions in hiring, performance management or compensation.
Additional Functions
- Coordinates events with DAUR and Alumni Relations, including Advisory Board meetings
- Acts as backup scheduler of the GSAS conference room for the Dean, staff, and other departments through our electronic reservation system, 25 Live.
- Maintains and oversees GSAS electronic filing systems on the network (S) drive and the shared Google drive, office handbooks, and information systems.
- Runs reports as requested using Slate, Banner, etc.
- Trains student workers and other clerical staff in basic office procedures.
Required Qualifications: Education and Experience
- Bachelor’s degree required, or in lieu of a High School diploma with a minimum of 5 five years of administrative experience in higher education.
Required Qualifications: Knowledge and Skills
- Proficiency in Microsoft Word, Excel, Google mail and related Google apps (calendar, Google drive).
- Excellent communication skills.
- Strong organizational skills, including electronic scheduling and categorical filing.
- Comfortable with multitasking.
- A team player with strong interpersonal skills, the ability to maintain discretion and confidentiality, and an appreciation of the Jesuit tradition.
- Mandatory competency testing.
- Successful candidates should have a knowledge of and commitment to the goals of Jesuit Education.
Preferred Qualifications
- Familiarity in a student information system, like Banner
- Prior experience at an institution of higher education
Minimum Biweekly Salary for Level 6 Internal Applicants who meet criteria: $2,051.06
Maximum Biweekly Salary for Level 6 Internal Applicants who meet criteria: $2,051.06
Minimum Biweekly Salary for All Others: $2,051.06
Maximum Biweekly Salary for All Others: $2,051.06
Union Affiliation: Local 153
START DATE: ASAP
APPLY HERE: https://careers.fordham.edu/postings/7355
ABOUT FORDHAM
Founded in 1841, Fordham is the Jesuit University of New York, offering an exceptional education distinguished by the Jesuit tradition to more than 16,000 students in its 9 colleges and schools. It has residential campuses in the Bronx and Manhattan, a campus in West Harrison, N.Y., the Louis Calder Center Biological Field Station in Armonk, N.Y., and the London Centre in the United Kingdom.
Fordham University is committed to excellence through diversity and welcomes candidates of all backgrounds.
Fordham is an Equal Opportunity Employer – Veterans/Disabled and other protected categories
