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Job Description

Executive Secretary (Level 5)

Graduate School of Education

GSE Dean’s Office, Lincoln Center

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. 

RESPONSIBILITIES:

• Provides a full spectrum of clerical support to the Associate Dean and Dean as required and requested in the Graduate School of Education, Dean’s Office.
• Assures timely input of data and information and reporting.
• Produces timely and accurate reports using the Fordham database systems and technological tools such as Banner, DegreeWorks, WebFocus, Google Drive, Zoom, etc.
• Supports the Associate Dean in planning and executing meetings, activities, including room reservations via 25Live.
• Promptly answers and appropriately routes phone calls and email inquiries, taking complete messages, information, and contact information.
• Submits and follows up on work orders for building services, IT support, phone support, media services, and other needs.
• Assumes responsibility for providing and maintaining accurate Master’s and Doctoral students’ graduation application reports to the Division Chair and Vice-Chair.
• Photocopies handouts, organizes administrative, and course materials as requested.
• Ensures that office supplies (photocopy paper and toner, printer cartridges, office supplies, etc.) are inadequate supply and installed as needed.
• Responds to faculty and administrator requests and documentation, including emails on a timely manner.
• Tracks, in writing, Associate Dean’s requests by keeping accurate documentation and personally following up through completion.
• Disseminates print and electronic information as requested by Associate Dean, Dean, or Dean’s Assistant.
• Supports the Associate Dean daily, including scheduling appropriate appointments.
• Helps to track and ensure proper processing of all academic forms of student documentation.
• Collects and processes forms and materials a required for the position.
• Keep a calendar and a checklist of accreditation related due dates and monitors submission of accreditation reports. Assists in making all arrangements for accreditation site visits for all GSE programs.
• Regularly corresponds with students via the division corporate e-mail account, including sending mass emails to students.
• Assists students at all times, especially during high-traffic periods (such as Add/Drop and Registration) in person, on the phone, or via email. Duties include assisting students with registration.
• Runs reports on Banner, such as RLAB, CourseBook Generator, DegreeWorks Graduation Statistics Report, for Associate Dean or Dean.
• As technological improvements are made, duties and qualifications may be modified.
• Performs other duties as assigned.

QUALIFICATIONS:

• High School Diploma or Equivalent Required. B.A. Preferred.
• Three to five years of office experience required.
• Proficiency with Microsoft Word, Excel, and PowerPoint, and familiarity with the web.
• Familiarity with technology to set up virtual meetings via Zoom, conference calls, etc.
• Excellent organizational skills and ability to work independently, following through on projects and assignments with little direct supervision.
• Proficiency in general office systems and protocols such as filing and general office organization.
• Knowledge of basic office protocols and format for memos, letters, and other correspondence.
• Interpersonal skills with a customer-service orientation.
• Mandatory Competency Testing
• Demonstrated Writing Ability
• Successful candidates should have a knowledge of and commitment to the goals of Jesuit Education.

FLSA CATEGORY: Non-Exempt

START DATE: ASAP

SEND LETTER, RESUME TO: gsedeans@fordham.edu

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