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Executive Secretary, Lvl 5 / Sr Executive Secretary, Lvl 6
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Position Number: 5217584
Location: New York, NY
Position Type: Disability Services

Executive Secretary, Lvl 5 / Sr Executive Secretary, Lvl 6

Library, Rose Hill

Fordham University

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Fordham University has an excellent reputation as a dynamic institution located in New York City. ÂFounded in 1841, Fordham enrolls more than 16,000 undergraduate and graduate students in its 9 Colleges and Schools.

Fordham University offers aÂcomprehensive and competitive benefits packageÂto its employees, which includesÂmedical, dental, vision, life, and disability insurance.

We offerÂtuition remissionÂfor employees and their dependents

A generous employer match towards a 403(b)Âretirement plan.

As a tax-exempt organization under section 501(c)(3) of the Internal Revenue Code (IRC),ÂFordham is considered a qualifying employer for the Public Service Loan ForgivenessÂ(PSLF) program, a federal program designed to forgive student loan debt for employees of certain public and certain nonprofit employers.

As part of itsÂwork-life balanceÂprogram, the University providesÂgenerous PTOÂincluding 15 vacation days, 12 sick days, 2 personal days, 6 summer Fridays, andÂholidaysÂthat include paid time off between Christmas and New year.

University employees have access to theÂEmployee Assistance ProgramÂ(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.

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Hybrid Policy:ÂÂÂÂÂÂÂ

Please review the Hybrid Policy here.

https://www.fordham.edu/human-resources/policies-guides-and-agreements/hybridremote-work-policy-for-administrators/

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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 FunctionsÂÂÂÂÂÂÂÂ

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 studentâ€™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 ResponsibilitiesÂÂ

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 ExperienceÂÂÂÂÂÂÂÂ

High school diploma or equivalent

Minimum of two yearsâ€™ experience working as an executive secretary.

Demonstrated Writing Ability

Mandatory competency testing

Required Qualifications: Knowledge and SkillsÂÂÂÂÂ

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 QualificationsÂ

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

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APPLY HERE: https://careers.fordham.edu/postings/7264

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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.Â 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.

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Fordham is an Equal Opportunity Employer â€" Veterans/Disabled and other protected categories