• Full Time
  • New York, NY
  • This position has been filled

Website Fordham University

Executive Secretary, Lvl 5/6

Communication & Media Studies, 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. 


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; updates the CMS Department calendar as needed
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




APPLY HERE: https://careers.fordham.edu/postings/7370



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