Senior Secretary - St Johns : Job Details

St. John's, established in 1870, has two New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.

The School of Education Senior Secretary supports the graduate and undergraduate divisions. The candidate must be able to communicate professionally and effectively on behalf of the Associate Dean. The person in this position also manages relations with key constituents and communicates with students and university-wide offices.

Essential Functions:

• Regularly handle confidential material and information and exercise discretion
• Function efficiently during high-demand periods with the students and the administrative team
• Responsibly oversee with the Associate Dean in conferral of degrees (3 times a year) and all matters related to graduation (diploma distribution, verification of eligibility status, compiling content for graduation program)
• Serve as the primary reviewer for doctoral dissertations to meet formatting requirements for publication
• Develop or maintain data reports using multiple platforms
• Serve as point of contact for the School of Education with university-wide offices (Admissions, Bursar, Financial Services, Institutional Research, Provost, Registrar, University Events) that support academic programming deliverables
• Processes academic requests for administrators and students in preparation for approval by the Associate Dean
• Lead and/or support college events for the Dean's Office
• Coordinate travel as needed
• Support the Associate Dean in monitoring and assigning tasks to graduate assistants
• Maintain a calendar
• Arrange in-person and virtual meetings
• May provide support to the Dean as needed
• Perform other duties as assigned

Competencies:

• Commitment to promoting and enhancing diversity, inclusion, and equity
• Self-motivated and can work independently
• Punctuality, reliable, organized, and flexible
• Demonstrated ability to manage a fast-paced work environment
• Ability to create and promote a welcoming, collaborative team-based environment as part of the Dean's Office
• Maintains a respectful workplace and exercises the highest degree of professionalism
• Be able to anticipate need
• Use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information
• Excellent and effective written and oral communication skills, problem-solving skills, time management skills, and detail-oriented
• Proficiency with Microsoft Office applications (including Outlook, OneDrive, Teams, Forms)
• Familiar with virtual meeting platforms (ex, Teams, Webex, Zoom)

Work Environment: This position operates in a professional office environment. This position requires you to use standard office equipment such as personal computers, printers, conference/classroom presentation tools, etc.

Physical Demands: While performing the duties of this job, the employee must occasionally stand; move about; sit; carry work and use controls; reach with hands and arms; climb stairs; communicate. The employee must occasionally lift or move up to 5 lbs. Specific vision abilities required by the employee include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus, etc.

Position Type/Expected Hours of Work: Full-time Monday through Thursday, 8:30 a.m. to 4:30 p.m.; Friday 8:30 a.m. to 3pm

Required Education and Experience: Associate's degree, 3-5 years related experience or training, or equivalent combination of education and experience

Preferred Education and Experience: Bachelor's degree, experience in a higher education setting, knowledge in Ellucian BANNER, Degree Works, ProQuest, familiar with Canvas LMS

The annual salary for this position is $55,000. St. John's University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events.

Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education. St. John's University is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.