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Executive Secretary, Lvl 5 / Sr Executive Secretary, Lvl 6 Library
Job Description
Executive Secretary, Lvl 5 / Sr Executive Secretary, Lvl 6
Library, Rose Hill
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.
https://www.fordham.edu/human-resources/policies-guides-and-agreements/hybridremote-work-policy-for-administrators/
Position Summary
Reporting to the Director of Information Technology Services, the Executive
Secretary supervises the service desk operations in the Electronic Information
Center. This includes scheduling, training and mentoring student workers and
part time hourly staff, dealing with faculty to create learning resources and room
reservations and advising faculty and administrators on support and technology
options in the library event spaces.
The position supports the Director and technical staff with record keeping,
inventory, scheduling, purchasing and coordinating departmental office operations.
Essential Functions
∙ Manages front desk operations for the Electronic Information Center (EIC):
Provides public service to Fordham students, faculty, administrators, and
visitors seeking use of EIC resources including books and media
collections, computing resources, printing and event spaces. Resolves
patron problems in a professional, efficient manner. Coordinates with
faculty and administrators to create media resources. Assists patrons with
the use of library systems. Provides instructions for using printing services.
Answers and directs patron questions. Manages and resolves various
issues such as overdue fines and missing items. Creates documentation
and signage as needed. Provides or coordinate support for vended
printing system including issuing refunds.
∙ Hires, supervises, manages, mentors and trains up to 30 student workers
who provide direct service to Library patrons in the EIC at Walsh Library:
Prepares individual student worker schedules and a weekly department
student worker schedule. Monitors Student worker hours on a daily basis.
Coordinates coverage when students are absent. Approves electronic
student timesheets. Prepares and maintains Excel spreadsheet tracking
total student grant dollars and hours. Maintains a database of student
workers, names, ID#, email address, cell numbers. Creates and maintains
a grid to display each individual student’s daily hours.
∙ Provides administrative support to the Director, five full-time staff members
and one part-time hourly: Coordinates coverage when staff are off/on
vacation. Researches and obtains quotes for technical equipment
purchases. Orders hardware, software, and supplies for the EIC and all
three Libraries. Reviews and justifies monthly AMEX statement of EIC
purchases.
∙ Executes purchase orders, check requests, interdepartmental orders:
prepares purchase requisitions and check requests. Follows-up and
resolves invoice payment issues with vendors. Maintains records for EIC
operating budgets including performing general accounting functions with
EIC expense budgets utilizing Banner finance. Maintains detailed records
in electronic and paper filing systems for all EIC Purchases and invoice
payments. Reviews and processes annual maintenance agreements for all
three Libraries.
∙ Orders and maintains inventory of all office and technical supplies and
equipment: Creates & maintains spreadsheet detailing print station
locations & specific toners. Keeps sufficient supply of toners on hand at all
times. Orders maintenance kits, hardware & software as needed for all 3
libraries.
∙ Schedules & approve reservations for Library rooms/events and technical
resources for Fordham faculty, administrators, as well as outside groups
and organizations. Oversees daily reservation set-ups as well as high-
profile events such Board of Trustees meetings and Faculty Senate
meetings.
∙ Utilizes the Fordham IT Help Desk System, to convey computer system
problems. Coordinates with Library IT staff to track and follow up as
needed.
∙ Coordinates all general office operations: Answers telephones and
department emails, direct messages. Sorts and arranges delivery of all
staff mail. Coordinates package pickup and delivery with FedEx and UPS.
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.
Required Qualifications: Education and Experience
∙ High school diploma or equivalent
∙ Minimum of two years’ experience working as an executive secretary.
∙ Demonstrated Writing Ability
∙ Mandatory competency testing
Required Qualifications: Knowledge and Skills
∙ Excellent communication skills.
∙ Experience working with contracts and financial software.
∙ Experience working with vendors and service providers on price quotes,
contracts and maintenance agreements including dispute resolution.
∙ Organizational ability and flexibility in adapting to change.
∙ Self-motivated with the ability to work independently and collaboratively.
∙ Successful candidates should have a knowledge of and commitment to
the goals of Jesuit Education.
Preferred Qualifications
∙B.A.
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
START DATE: ASAP
APPLY HERE: https://careers.fordham.edu/postings/7264
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
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