Senior Executive Secretary, Grade D

Hofstra University - Hempstead, NY

Part-time,Full-time - Entry Level

Hempstead, NY

Educational Services

About the position

The Senior Executive Secretary at Hofstra University plays a crucial role in supporting the Chair of the Department of Accounting within the Frank G. Zarb School of Business. This full-time position involves a variety of clerical and administrative tasks that are essential for the smooth operation of the department. The successful candidate will be responsible for managing daily clerical functions, which include handling incoming and outgoing calls, responding to inquiries, and assisting faculty with course outlines and materials. The role requires a high level of organization and attention to detail, as the Senior Executive Secretary will also be tasked with processing expense reports, sabbatical requests, travel advances, and other administrative paperwork related to faculty appointments and promotions. In addition to these responsibilities, the Senior Executive Secretary will maintain schedules for faculty advisement and recruitment activities, assist with department meetings and committees, and supervise student aides involved in departmental activities. The position also includes responsibilities related to accreditation reporting, where the secretary will collect and organize student assessment data and faculty resumes. Furthermore, the role involves updating departmental brochures and promotional materials, preparing email communications regarding student employment opportunities, and maintaining Excel files for various departmental needs. The Senior Executive Secretary may also be required to perform other duties as assigned that align with the skills and responsibilities of the position. This position is integral to the department's operations and requires a proactive individual who can work independently while managing multiple tasks in a busy office environment. The work hours are Monday through Friday from 9 am to 5 pm, and the role is subject to bumping, which may affect job security based on departmental needs.

Responsibilities

• Assists with the daily clerical functions of the department.
• Handles incoming and outgoing calls, responding to inquiries about the department.
• Collects and submits textbook orders for all classes.
• Assists faculty with course outlines and copying of course material.
• Assists with scheduling and room requests.
• Processes expense reports, sabbatical and partial leave requests, travel advances, check requisitions, workflows, teaching schedules and paperwork for the appointments and promotions of new faculty.
• Maintains schedules of faculty advisement/recruitment activities and other department or university services.
• Assists with all department committees, meetings, and advisory board meetings, including the preparation of formal minutes.
• Assists with department's student clubs, supervising student aides and ensuring weekly timesheets are completed.
• Assists with department's accreditation reporting and filing requirements including but not limited to collection, organizing, and filing of student assessment data, collecting resumes from faculty, etc.
• Assists with the updating of department's brochures and other curriculum and promotion material including but not limited to the department's website.
• Prepares email blasts relating to student employment opportunities, department's promotion of classes, events, etc.
• Maintains Excel files.
• May perform other assigned duties not specifically identified above but which require the same degree of skills and which are normally included within the above title.

Requirements

• Ability to work independently and multitask in a busy office required.
• Must be detail oriented and have excellent organizational skills.
• Excellent written and verbal skills.
• Strong proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat.

Nice-to-haves

• Knowledge of Ellucian Banner System and Curriculog a plus.