Department Administrator

FORDHAM University; New York (NY); On-site; USD 64,000 - 72,000; Full time

Job summary

Fordham University seeks a Department Administrator for the Philosophy and Theology departments. The role supports Chairs, oversees budgets, travel, and conferences, and supervises student workers and staff. It requires initiative, discretion, and teamwork within a Jesuit education setting in New York.

The position splits time between the two departments with two in-person days each and one remote day weekly.

Qualifications

• Education and experience required: Bachelor’s Degree; or 4 years of relevant experience in lieu of the degree.
• Requires 2+ years of administrative experience.
• Proficiency with website management platforms (JADU, Terminal Four).
• Independent, proactive planning and event management; strong written and oral communication.

Responsibilities

• Oversees department budget and transfers funds as needed.
• Manages travel requests and oversees travel budget.
• Supervises staff and coordinates conferences, speakers, and related expenses.
• Maintains department website and ensures content accuracy.
• Keeps records of graduate student funding and progress.
• Assists with forms for exams, defenses, and registrations.

Skills

Excellent writing

Organizational skills

Initiative

Education

Bachelor’s Degree

4 years experience

Tools

JADU

Terminal Four

Banner

Microsoft Office

Job description

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 nine 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.

The University offers a comprehensive benefits package that includes medical, dental, and vision insurance; flexible spending accounts; retirement plans; life insurance; short and long-term disability; employee assistance program ( EAP ); tuition remission; and generous time off.

Successful candidates should have a knowledge of and commitment to the goals of Jesuit Education.

Reporting to the Chair of Philosophy and working under the Chair of Theology, the Department Administrator is the primary point of contact for administrative matters in the Philosophy and Theology Departments.

Under the direction of the Chairs, the shared department administrator works with executive secretaries in both departments to manage the department’s operational needs, supervises student workers, supports students and faculty, and oversees the efforts of the clerical staff members.

The Department Administrator provides administrative support to the Chair, Associate Chairs, and Graduate Director, and collaborates with other staff in overseeing office procedure development and implementation.

This role serves the Department of Philosophy 2 days per week, the Department of Theology 2 days, and 1 day per week of remote work, split between two departments.

Essential Functions

Oversees department budget and transfers funds from one line to another as needed.

Communicates with alumni donors (department updates, thank yous record keeping).

Collects and inputs travel requests for all faculty. Oversees travel budget.

Oversees any reimbursements, such as department and faculty expenses (including travel expenses via Concur), visiting speaker honoraria or travel, prospective graduate students, and the Faculty Research Expense Program ( FREP ).

Coordinates conferences, workshops, and visiting speakers, including booking hotels, travel, and meals.

Oversees any Employee Action Forms (EAFs) for departmental payments, such as for undergraduate workers and Graduate Assistants for grants.

Handles Phi Sigma Tau payments. Issues check request for National Office.

Oversees department website. Checks regularly for any out-of-date content and updates regularly.

Keeps track of graduate student funding and time spent in program.

Essential Functions Note

This list is not intended to be an exhaustive list. The University may assign additional related duties as necessary.

Management Responsibilities

Management Responsibilities Supervises individual contributors (admin, clerical, maintenance) and, based on scope, occasionally other managers. Handles hiring, training, development, performance management, and corrective action, with significant input on compensation decisions.

Additional Functions

Keeps records of graduate student progress in program (department requirements), graduate student awards/fellowships (and how they affect their funding), reading lists, and dissertation committees.

Completes matriculated graduate student status certification forms.

Schedules exams when needed.

Oversees forms for reading exams, dissertation proposal defenses, and dissertation defenses (including getting signatures on forms for GSAS ).

Organizes distribution of and record-keeping for qualifying papers for graduate students.

Coordinates distinguished fellowship applications.

Submits forms to allow undergraduate seniors to register for 5000-level courses.

Submits paperwork for teaching associates.

Keeps teaching credit reports: receiving dean emails, informing faculty, double-checking information, etc.

Enters the basic grid into Courseleaf for scheduling, assigning days and times for core classes, etc.

Enters proposals for new courses in Courseleaf system (Associate Chair can still review & approve them).

Required Qualifications: Education and Experience

Bachelor’s Degree; or, in lieu of the degree, minimum of 4 years of relevant experience.

Minimum of 2 years of previous administrative experience.

Required Qualifications: Knowledge and Skills

Proficiency or willingness to learn website management platforms, including JADU and Terminal Four.

Independent, proactive approach to responsibilities, planning, and project and event management.

Ability to take initiative.

Excellent relational skills, a collegial disposition, ability to work collaboratively with staff and supervisors.

Excellent writing, speaking, and organizational skills. Attention to detail and accuracy.

Excellent judgment, diplomacy, and discretion necessary in handling confidential and/or sensitive materials.

Knowledge of and commitment to the Jesuit mission in higher education.

Mandatory competency testing.

Preferred Qualifications

Minimum 2 years of previous administrative experience in a fast-paced academic or professional setting.

Proficiency in Microsoft Office Suite and Banner.

Minimum Starting Salary

Minimum Starting Salary $64,300

Maximum Starting Salary

Maximum Starting Salary $72,000

Note

Salary is commensurate with qualifications, experience, and skills.

Is this a Union position?

No

Posting Number

A1172P

Number of Vacancies

1

Start Date

ASAP

Posting Date

10/26/2026

EEO Statement

Fordham University is committed to excellence and welcomes candidates of all backgrounds.

Fordham University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Physical Activity and Work Environment

Physical Activity

Sitting Often

Repetitive Hand Motion (such as typing)

Repetitive Hand Motion (such as typing) Often

Hearing, Listening, Talking Often

Standing

Standing Often

Walking

Walking Often

Running

Running Not Required

Bending, Stooping, Kneeling, squatting, Crouching, Crawling

Bending, Stooping, Kneeling, squatting, Crouching, Crawling Not Required

Climbing stairs Seldom

Climbing ladders

Climbing ladders Not Required

Reaching overhead

Reaching overhead Seldom

Pulling, pushing

Pulling, pushing Not Required

Shoveling

Shoveling Not Required

Lifting – up to 20 pounds

Lifting – up to 20 pounds Not Required

Lifting – up to 50 pounds

Lifting – up to 50 pounds Not Required

Lifting – over 50 pounds Not Required

Work Environment Office Environment: Employees are protected from weather conditions or contaminants, but not necessarily occasional temperature changes.

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter

Optional Documents

Supplemental questions you will be required to answer on the application (No action is needed on this page)

Required fields are indicated with an asterisk (*).

• * Do you have a Bachelor’s Degree; or, in lieu of the degree, a HS Diploma or equivalent and a minimum of 4 years of relevant experience
  • Yes
  • No
• * Do you have a minimum of 2 years of administrative experience or equivalent
  • Yes
  • No