Senior Department Assistant, Level 5/Department Associate, Level 6

About the role

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 nine colleges and schools. The University 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.

Position summary

The Department Associate is the primary point of contact for all clerical matters in the Economics Department. Under the direction of the Chair, the Department Associate handles the department’s operational needs, and supports students and faculty, particularly the Department Chair.

Responsibilities

• Provides clerical support to the Chair, Associate Chairs, and Graduate Director; assists with office procedure development and implementation.
• Serves as departmental office assistant; helps train secretarial staff and part-time hourly staff; supervises student workers.
• Assists Chair with monthly budget reconciliation; uses software such as Jaggaer Contract Management and Concur; coordinates budget transfers.
• Maintains forms and procedures for new and returning adjunct and full-time non-tenure line instructors (I-9 Certifier).
• Assists with the processing of tenure line faculty conference travel expenses and other event reimbursements.
• Coordinates and advertises (in consultation with faculty organizers) special events, weekly department seminars, and larger talks/lectures at both campuses.
• Coordinates classroom schedules and course inventory; submits courses and block requests to CLSS.
• Assists in the administration of the graduate programs and future graduate programs, including registration, record maintenance, graduation, and GSAS policies and procedures.
• Updates the department website (needs to be trained in web software) in coordination with the Department Chair and faculty who work on website management.
• Assists undergraduate students with course registration issues related to their Major and/or Minor, declaring Major/Minor.
• Serves as primary liaison with Academic Records, the Office of Payroll, Accounts Payable, FAS Office, Provost Office staff, GSAS staff, and Campus Operations/Facilities.
• Assists Department Chair with all reappointment and renewal contracts for non-tenure line instructors (part-time and full-time).
• Works with the Department Chair to schedule office space for all non-tenure line instructors and PhD student instructors.
• Handles forms and paperwork related to non-tenure line full- and part-time instructors.
• Provides updates to department records regarding majors and minors.
• Assists in the preparation and design of promotional materials (e.g., flyers advertising a new course or program) for graduate and undergraduate programs.
• Handles facilities requests for all department spaces.
• Organizes and submits orders for classroom supplies for all faculty.
• Provides support for instructors who need classrooms for review sessions (e.g., booking classrooms on 25Live and following up with Academic Records).
• Handles ad hoc projects and troubleshoots issues as they arise.

Requirements

• High school diploma or equivalent required.
• Minimum of 3 years of clerical experience.
• Proactive approach to responsibilities, planning, and project and event assistance; ability to take initiative.
• Excellent writing, speaking, and organizational skills; attention to detail and accuracy.
• Proficiency in Microsoft Office Suite and Banner.
• Proficiency or willingness to learn website platform.
• Proficiency in Google Suite Apps.
• Ability to learn new applications/software such as Canva.
• Ability to handle department budget.
• Excellent judgment, diplomacy, and discretion necessary in handling confidential and/or sensitive materials.
• Knowledge of and commitment to the Jesuit mission in higher education.

Preferred qualifications

• Ability to work in a fast-paced academic or professional setting.
• Bachelor’s degree preferred.

Benefits

• Medical, dental, and vision insurance.
• Flexible spending accounts.
• Retirement plans.
• Life insurance.
• Short- and long-term disability.
• Employee assistance program (EAP).
• Tuition remission.
• Generous time off.