Sr. 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 across its nine colleges and schools. The University has campuses in the Bronx, Manhattan, West Harrison, N.Y., Armonk, N.Y., and London, U.K.

About the role

Reporting to the Associate Dean, this position provides essential administrative and operational support for the department’s academic and financial activities. The role requires discretion in handling confidential information within institutional software systems such as Banner, Jaggaer Contract Management, and Concur. Responsibilities include accessing financial platforms and internal databases containing sensitive data related to vendor accounts, payment records, contractual agreements, and organizational financial activity. The position ensures data integrity by accurately entering, reviewing, and managing information while maintaining strict confidentiality. Extended hours and additional coverage may be required during peak operational periods, and occasional travel to other campuses for support or training may be necessary.

Responsibilities

• Maintains strict confidentiality and exercises discretion when handling sensitive student records (e.g., transcripts, immunization records, military records, disciplinary files) in compliance with FERPA regulations.
• Onboards new students and manages continuing student processes, including registrations, faculty/class lists, room assignments, and syllabi.
• Prepares and distributes communications, including mailings to prospective students, applicants, admitted students, and community partners.
• Provides clerical and operational support for the College at Sixty program.
• Provides administrative and logistical support across all three campuses.
• Processes and monitors vendor transactions through Banner (Jaggaer Contract Management and Concur, purchase orders), ensuring compliance, timely approvals, and accurate documentation.
• Coordinates PCS events: Orientations, Dean’s List recognition, Alpha Sigma Lambda ceremonies, Senior Banquet, graduation, and commencement (including name cards, honors, awards, and final grade coordination).
• Oversees and executes centralized administrative functions across multiple campuses.
• Prepares reports and analytics related to student completion, enrollment trends, and program outcomes.
• Generates reports and conducts research to support departmental and institutional needs.
• Maintains organized records by filing, copying, scanning, and distributing documents in both physical and electronic formats.
• Schedules rooms and coordinates logistics for meetings, events, and conferences.
• Manages office supply procurement and provides comprehensive clerical, reception, scheduling, and technical support for deans, faculty, and staff.

Level 6 Added Responsibilities (Applicable to Internal Candidates)

• 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 to perform a variety of tasks to maintain efficient office systems.

Requirements

• High School diploma or equivalent required.
• Minimum of two years of clerical/office experience.
• Ability to handle sensitive financial and student information with discretion.
• Proficiency in MS Office and Google Suite; knowledge of MS Publisher and PowerPoint is a plus.
• Strong customer service orientation and ability to work within a diverse community.
• Detail-oriented, able to multitask, and willing to take initiative.
• Strong organizational, communication, and multitasking skills.

Preferred Qualifications

• Bachelor’s degree.
• Knowledge of Slate / Banner systems or comparable University student/CRM systems.

Pay

Biweekly salary for Level 6 internal applicants: $2,473.65 (fixed).
Biweekly salary for all other applicants: $2,269.60 (fixed).

Schedule

35 hours per week. Hybrid onsite work arrangement; occasional extended hours during peak periods and travel to other campuses may be required.

Benefits

The University offers a comprehensive benefits package that includes medical, dental, and vision insurance; flexible spending accounts; retirement plans; life insurance; short- and long-term disability; employee assistance program (EAP); tuition remission; and generous time off.