Senior Department Assistant, Level 5 / Department Associate Level 6

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 nine colleges and schools. Successful candidates should have a knowledge of and commitment to the goals of Jesuit Education.

About the role

Reporting to the Vice Dean of Undergraduate Education and the Senior Associate Dean for Arts and Sciences at Rose Hill, the Senior Department Assistant will provide support in areas including student/faculty events around admissions and yield; all graduation events; and overseeing logistics for student groups such as the Dean’s Council. The Department Assistant will also support the Assistant Dean of Academic Support during peak registration periods and the Director of Student Success with compiling data on Knack, HEOP, and other student-facing systems, as well as developing and launching new initiatives such as peer mentoring.

Responsibilities

• Supports the academic leaders and provides additional support to executive team members to ensure efficient operations.
• Compiles data on Knack, HEOP, and other student-facing systems and assists in developing and launching new initiatives such as peer mentoring.
• Provides clerical and customer service support for the Office of the Dean, including handling initial telephone and email inquiries, greeting visitors, processing mail, scanning and copying, and scheduling appointments.
• Monitors corporate email addresses, responding to routine inquiries and forwarding complex questions as needed.
• Reserves rooms, orders food and beverages, and maintains inventory of supplies for day-to-day operations and special events.
• Drafts and sends emails to large groups using the Fordham Messaging Platform.
• Assists in the coordination of scholarship, award, and stipend disbursements.
• Assists with event planning and implementation for all Dean’s Office events, including academic orientation, research events, and diploma ceremonies.
• Handles complex mail-merge and document/form updates.
• Takes, edits, circulates, and maintains minutes for meetings including Dean’s Office Staff, College Council, and other committees or task forces convened by the Dean’s Office.

Additional Responsibilities (Level 6)

• Supports management in developing and implementing new processes and programs.
• Executes multi-step processes and coordinates sensitive activities with professionalism.
• Formats and prepares complex documents and manages the distribution of school listservs.
• Ensures data accuracy and integrity by running complex reports and conducting thorough data quality checks.
• Regularly interacts with same-function and cross-functional staff.
• Assists in developing work instructions and procedures and interprets policy within their area of responsibility.
• May train same or lower-level staff.
• Serves as support for other areas of the office when other clerical staff are absent.
• Updates content for the college’s website as directed.

Requirements

• High School Diploma or equivalent required.
• One to three years of clerical/secretarial experience or equivalent, preferably in higher education.

Skills

• Superior customer service orientation; comfortable interacting with students, faculty, and staff in a professional and efficient manner.
• Strong technical skills using Microsoft Office Suite, Google Workspace (including Calendar and Drive), and Zoom; willingness and interest in training for other software.
• Excellent organizational skills.
• Ability to maintain discretion and confidentiality.
• Demonstrated writing ability.
• Mandatory competency testing.

Preferred Qualifications

• Bachelor’s Degree.
• Experience in developing internal processes and filing systems.

Pay

Biweekly salary for Level 6 internal applicants who meet criteria: $2,473.65 (fixed). Biweekly salary for all others: $2,269.60 (fixed).

Schedule

35 hours per week. Hybrid work arrangement.

Benefits

• Comprehensive benefits package including 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.