Sr. Department Assistant Level 5 / Department Associate, Level 6

FORDHAM University

New York (NY)

On-site

USD 59,000 - 64,000

Full time

14 days+

Application generator

Don’t send a generic resume — generate a resume and cover letter tailored to this exact role.

Get past ATS filters

Benefits offered by this job

Health insurance

Tuition remission

Job summary

Fordham University in New York seeks an administrative professional to support department's academic and financial activities. You will handle confidential data across Banner, Jaggaer, and Concur, enter and review information, and assist with travel and peak-period coverage.

Responsibilities include onboarding, student processes, and coordinating events across campuses. Strong discretion, MS Office/Google Suite skills, and a customer-service mindset are essential.

Qualifications

High School diploma or equivalent.
Minimum of two years of clerical/office experience.
Ability to handle sensitive financial and student information with discretion.
Proficiency in MS Office and Google Suite; MS Publisher and PowerPoint are plus.
Detail-oriented with strong organizational and multitasking skills.
Ability to interact with students, faculty, and senior administrators calmly and professionally.

Responsibilities

Maintain confidentiality and handle sensitive records (FERPA compliant).
Onboard new students and manage continuing student processes (registrations, class lists, room assignments, syllabi).
Prepare and distribute communications to prospective/admitted students and partners.
Provide clerical and operational support for the College at Sixty program and across campuses.
Process vendor transactions via Banner/Jaggaer/Concur with compliance and documentation.
Coordinate events (Orientations, Dean’s List, ceremonies, graduation) and manage name cards and awards.
Oversee centralized administrative functions across multiple campuses.

Skills

Discretion

MS Office

Google Suite

MS Publisher

PowerPoint

Communication

Multitasking

Professional demeanor

Education

High School diploma

Bachelor’s degree

Tools

Banner

Jaggaer Contract Management

Concur

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.

Title of Position

Reporting to the Associate Dean, this position provides essential administrative and operational support for the department’s academic and financial activities. This role requires discretion in handling confidential information within institutional software systems, such as Banner, Jaggaer Contract Management and Concur. The position regularly accesses financial platforms and internal databases that contain sensitive data related to vendor accounts, payment records, contractual agreements, and organizational financial activity. Additionally, they ensure the integrity of institutional data systems by accurately entering, reviewing, and managing information while maintaining strict confidentiality, which is essential to protecting sensitive financial records and preventing unauthorized access. This position will require extended hours and additional coverage as needed during peak operational periods. Additionally, travel may be required to provide support at other campuses, including participation in training.

Essential Functions

Level 5:

Maintains strict confidentiality and exercises discretion when handling sensitive student records (e.g., transcripts, immunization records, military records, disciplinary files) in compliance with FERPA regulations.
Onboards new students and manages continuing student processes, including registrations, faculty/class lists, room assignments, and syllabi.
Prepares and distributes communications, including mailings to prospective students, applicants, admitted students, and community partners.
Provides clerical and operational support for the College at Sixty program. Provides administrative and logistical support across all three campuses.
Processes and monitors vendor transactions through Banner (Jaggaer Contract Management and Concur, purchase orders), ensuring compliance, timely approvals, and accurate documentation.
Coordinates PCS events: Orientations, Dean’s List recognition, Alpha Sigma Lambda ceremonies, Senior Banquet, graduation, and commencement (including name cards, honors, awards, and final grade coordination).
Oversees and executes centralized administrative functions across multiple campuses.

Level 6 Added Essential Responsibilities (Applicable to Internal Candidates who are currently a Level 6):

Supports management in developing and implementing new processes and programs.
Executes multi-step processes and coordinates sensitive activities with professionalism.
Formats and prepares complex documents and manages the distribution of school listservs.
Ensures data accuracy and integrity by running complex reports and conducting thorough data quality checks.
Regularly interacts with same-function and cross-functional staff.
Assists in developing work instructions and procedures and interprets policy within their area of responsibility to perform a variety of tasks to maintain efficient office systems.

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

Management Responsibilities

Not responsible for supervision or oversight of others.

Additional Functions

Prepares reports and analytics related to student completion, enrollment trends, and program outcomes. Generates reports and conducts research to support departmental and institutional needs.
Maintains organized records by filing, copying, scanning, and distributing documents in both physical and electronic formats.
Schedules rooms and coordinates logistics for meetings, events, and conferences.
Manages office supply procurement and provides comprehensive clerical, reception, scheduling, and technical support for deans, faculty, and staff.

Required Qualifications: Education and Experience

High School diploma or equivalent required.
Minimum of two years of clerical/office experience.

Required Qualifications: Knowledge and Skills

Ability to handle sensitive financial and student information with discretion.
Proficiency in MS Office and Google Suite. Knowledge of MS Publisher and PowerPoint is a plus.
Ability to address the needs of students, faculty, and senior administrators in a calm, courteous, diplomatic, and professional manner.
Detail-oriented and able to multitask, with a willingness to take initiative.
Strong customer service orientation and the ability to work within a diverse community.
Strong organizational, communication, and multitasking skills.

Preferred Qualifications

Bachelor’s degree.
Knowledge of Slate / Banner systems or comparable University student/ CRM systems a strong plus.

Minimum Biweekly Salary for Level 6 Internal Applicants who meet criteria

Minimum Biweekly Salary for Level 6 Internal Applicants who meet criteria $2,473.65

Maximum Biweekly Salary for Level 6 Internal Applicants who meet criteria

Maximum Biweekly Salary for Level 6 Internal Applicants who meet criteria $2,473.65

Minimum Biweekly Salary for All Others

Minimum Biweekly Salary for All Others $2,269.60

Maximum Biweekly Salary for All Others

Maximum Biweekly Salary for All Others $2,269.60

Union Affiliation

Union Affiliation Local 153

Posting Number

Posting Number C078P

Number of Vacancies

Number of Vacancies 1

Start Date

Start Date ASAP

Posting Date

Posting Date 06/02/2026

Special Instructions

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

Sitting Nearly Continuously
Repetitive Hand Motion (such as typing)
Repetitive Hand Motion (such as typing) Nearly Continuously
Hearing, Listening, Talking Nearly Continuously
Standing
Standing Seldom
Walking
Walking Not Required
Running
Running Not Required
Bending, Stooping, Kneeling, squatting, Crouching, Crawling
Bending, Stooping, Kneeling, squatting, Crouching, Crawling Not Required
Climbing stairs Not Required
Climbing ladders
Climbing ladders Not Required
Reaching overhead
Reaching overhead Not Required
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.