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Executive Secretary, Lvl 5/6 Communication & Media Studies
Job Description
Executive Secretary, Lvl 5/6
Communication & Media Studies
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 Department Chair, the Executive Secretary provides support to
faculty members, assists students, responds to information requests, provides
timely and accurate data input and reporting, assists with document
development, organization, and maintenance, and assists in coordinating
activities, calendars and events.
Essential Functions
∙ Provides secretarial support to CMS Chair, Associate Chair, NMDD
Director, and faculty members.
∙Assists the CMS Associate Chair in creating the course schedule and
completing data entry to upload the schedule for approval and subsequent
revision.
∙ Assists the CMS Associate Chair in managing student-facing activities
such as, processing major/minor declaration, inquiries, course overrides,
and graduation clearances; preparing for information fairs and open-
houses; and creating reports to track student enrollment.
∙ Prepares and facilitates the document and onboarding process for Adjunct
faculty newly hired to the University.
∙ Maintains the in-office schedule to coordinate the usage of office space by
part-time faculty.
∙ Prepares and submits check requests for the distribution of
reimbursements and honorariums, as well as the support of student
activities and course instruction.
∙ Distributes and posts course schedules with classroom locations and
faculty office hours.
∙ Supports CMS Chair in assigning offices for faculty and ensuring spaces
are properly equipped and serviceable.
∙ Updates UNIFLOW manager with a list of approved employees authorized
to print and copy using network printers under the department budget.
∙ Collaborates in planning events for CMS/NMDD undergraduate programs,
faculty development, and orientations.
∙ Serves as designated approver for CMS-managed spaces using the
25LIVE Venue Management System
∙ Produces materials for open house events for prospective students and
major fairs for enrolled students.
∙ Distributes mail in faculty mailboxes and receives department packages.
∙ Answers telephone lines and directs/ transfers calls to the appropriate
person.
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
∙ Orders office supplies, instructional materials, and audio/visual equipment
for the department
∙ Schedules and reserves rooms for faculty and department meetings;
schedules meetings and appointments with faculty, staff and students;
∙ Collects syllabi and final examinations each semester for archiving in
department files and Dean’s office
∙ Using printer/copier machines, prints, makes copies, completes document
scans, and sends faxes on behalf of the department while managing the
supply of these machines for the office floor
∙ Facilitates collaboration with Rose Hill CMS staff to ensure uniform
adherence to policies and procedures
∙ Submits Facilities work orders to maintain a clean and safe work
environment for all employees
∙ Submits IT tickets for new tech installation, troubleshooting, or handling
desk phone assignments and revisions.
∙ Greets visitors to the office and directs them to the appropriate person or
area
Required Qualifications: Education and Experience
∙High School Diploma or equivalent
Required Qualifications: Knowledge and Skills
∙Must be well organized, highly motivated with strong interpersonal and
communication skills, and able to manage time efficiently whether working
independently or in a collaborative setting.
∙Must possess computer skills with proficiency in Microsoft Office and
Google Suites.
∙Mandatory competency testing.
∙Successful candidates should have a knowledge of and commitment to
the goals of Jesuit Education.
Preferred Qualifications
∙ Bachelor’s Degree
∙ Experience with applications such as BANNER, SAP Concur, CourseLeaf,
DocuSign, and social media management skills.
Minimum Biweekly Salary for Level 6 Internal Applicants who meet criteria:
$2,235.46
Maximum Biweekly Salary for Level 6 Internal Applicants who meet criteria:
$2,235.46
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/7370
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
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