Department Chair Secretary

Details

Posted: 26-Mar-24

Location: NYJamaica, New York

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 5129859

Department Chair Secretary
St. John's established in 1870, has three 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 required for leadership and service in a rapidly evolving world.
Department: The School of Education
Specific Job Title: Department Chair Secretary
Reports to: Department Chair of Department of Administrative and Instructional Leadership and Department Coordinator, Stephen Kotok
Campus: Queens
Job Summary:
This position provides support for the Department of Administrative and Instructional Leadership. The candidate must be able to communicate professionally and effectively on behalf of the Department. Manages relations with key constituents and communicates with students and university-wide offices.
Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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  Respond to and address student concerns (or offer support) via telephone, email, and virtual platforms
  
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  Assist advanced certification, masters and doctoral student verification and registration.
  
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  Attend occasional departmental events such as graduation commencement, department symposium, and faculty retreat.
  
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  Attend, write and distribute meeting minutes for department and coordinator meetings.
  

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  Assist with transfer credit memos and advanced standing documentation.
  
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  Assists Non-Public School Leader Program
  

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  Serve as an Admissions Liaison with SJU admissions to flag nonpublic students and to ensure fees are waived as negotiated by grant.
  
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  General grant administration including attendance verification, grade reporting, and working with bookstore.
  
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  Helps to organize and attends new student orientation.
  

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  Regularly handle confidential material and information and exercise discretion
  
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  Function efficiently during high-demand periods (registration, drop/add periods, graduation) with students and administrative team
  
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  Maintain a departmental calendar
  
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  Arrange in-person and virtual meetings
  
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  Support Department Chair in monitoring expense reports
  
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  Develop or maintain data reports using multiple platforms
  
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  Lead and/or support college events for the Graduate Division or the School of Education, such as graduation and convocation.
  
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  Coordinate travel as needed
  
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  Other duties as assigned
  

Competencies:

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  Commitment to promoting and enhancing diversity, inclusion, and equity
  
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  Self-motivated and can work independently
  
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  Punctual, reliable, organized, and flexible
  
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  Demonstrated ability to create and promote a welcoming, collaborative team-based environment as part of the department team.
  
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  Maintains a respectful workplace and exercises the highest degree of professionalism
  

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  Demonstrated ability to manage fast-paced work environment
  
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  Use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information
  
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  Excellent and effective written and oral communication skills, problem-solving skills, time management skills, and detail oriented
  
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  Proficiency with Microsoft Office applications (including Outlook, Excel One Drive, Teams, Forms)
  
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  Familiar with virtual meeting platforms (ex: Teams, Webex, Zoom)
  

Work Environment:
This position operates in a professional office environment. This position is required 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 is occasionally required to stand; move about; sit; to 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:

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  Associate Degree
  
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  3-5 years related experience or training, or equivalent combination of education and experience
  

Preferred Education and Experience:

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  Bachelor's degree
  
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  Experience in higher education setting
  
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  Knowledge in BANNER, SLATE, and Degree Works
  
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  Familiar with Canvas LMS
  

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.
In compliance with NYC's Pay Transparency Act, the annual salary range for this position is $46,000 - $48,000. 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.
This position may be relocated to any of St. John's University's physical locations at any time.
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 and encourages applications from women and minorities. 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.
To apply, visit https://jobs.silkroad.com/StJohnsEdu/Careers/jobs/219511
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About St. John's University
St. John's University is Catholic, Vincentian and Metropolitan. We are committed to attracting, motivating, and retaining a highly qualified and diverse workforce to support our mission of academic excellence and the pursuit of wisdom. Known for over 100 years of proud athletic tradition, our Big East excitement keeps Red Storm fans cheering. Ranked among America's top universities by The Princeton Review, St. John's University educates leaders for today's global society through quality academics, high-tech resources and an expanding international presence. With 1,500 Faculty and 1,400 Administrators/Staff, St. John's is a leading Catholic University in the Vincentian tradition, dedicated to making a positive difference in people's lives through active engagement in issues of energy and resource conservation, social justice and global citizenship. These values enhance the academic experience of more than 20,000 undergraduate and graduate students on three residential New York City campuses in Queens, Staten Island and Manhattan; a graduate center in Oakdale, NY; an international campus in Paris, France and Rome, Italy; and learning centers in other locations worldwide.
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