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.

Title: Executive Secretary to the Dean and Office Coordinator of the Dean’s Suite

Reporting: Position reports to Maciek Nowak, Dean, and provides administrative support to Chairpersons (Department of Accountancy and Law) and to the Associate to Advance Collegiate Schools of Business (AACSB) accreditation process.

Department : The Tobin College of Business

Campus : Queens

Job Summary :

The Executive Secretary and Coordinator provides support to various Directors and functional areas within the Dean’s suite including external giving, Department of Accountancy and the Office of the Dean. The position oversees and assists in the general activities of the Office of the Dean of the Tobin College of Business including coordination and communications with Tobin faculty with respect to academic affairs. For the Department of Accountancy, the Coordinator supervises all departmental student events, which involves significant external and internal collaboration and coordination; coordinates all communication with outside partners; and manages the Department’s separate AACSB accreditation process.

Responsibilities :

• Serving as Executive Secretary for the Dean
• Managing Dean's meetings and calendar
• Coordinating Dean's travel schedule
• Managing Dean's conference attendance
• Managing all Dean's associate deans and chairs meetings
• Facilitating all events/workshop presentations by Dean
• Serving as primary liaison to President's and Provost office
• Creates and maintains spreadsheets for enrollment, retention, budget, graduate assistantships, and scholarships directed by the Dean.
• Creates and edits high-level (e.g. Board of Trustees, Tobin Board of Advisors and Faculty Council, etc.) PowerPoint presentations for the Dean.
• Provides direct administrative support (documenting, customizing drafts, editing, etc.) to the Dean and Tobin program directors on MOUs, contracts, and applications for organizational membership for professional organizations.
• Manages appropriate student records and other needed information and documentation by utilizing Banner and other appropriate software.
• Coordinates the tracking and analyzing the progression of students, particularly those who are having academic difficulties in the Accounting Fast Track programs.
• Manages and coordinates communications with Tobin faculty with respect to academic matters.
• Trains newly hired support staff with respect to Tobin processes.
• Oversees all communications with Departmental external advisory boards.
• Serves as a liaison to other units and support services throughout the University.
• Supervises Tobin graduate assistants.

Qualifications :

• Minimum Bachelors degree
• Knowledge of business professions to assist in professional advisement preferred
• 5-7 years related experience required
• Knowledge of Banner, Microsoft Office Applications, One Drive, Publisher, Content Management System.
• Demonstrates proficiency in Excel and PowerPoint.
• Demonstrates excellent oral and written communications skills
• Has the ability to work well with others, particularly with executives, in a professional environment

In compliance with NYC’s Pay Transparency Act, the annual salary range for this position is $62,000 - $66,000 . 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.

Required Skills

Required Experience

Ideal candidate will have a Bachelors degree in Business, Human Resources, Industrial Relations, or a related field with 7-10 years of experience within industrial Human Resources OR demonstrated ability to meet the job requirements through a comparable number of years of applicable work experience within the Human Resource field.  A Minimum of 3 years of Supervisory experience within Human Resources with at least 2 years of experience in a manufacturing environment is preferred.

Applies excellent functional knowledge in utilizing Microsoft Windows, MAC, or other technical tools.  Effectively leads and mentors assigned team members as well as local supervisors/managers on elements of effective Human Resources and effective employee management. Working knowledge in all areas pertinent to the management of all HR functions including compensation, staffing, employee involvement, EEO/AAP, safety training and policy development.  Current knowledge of all federal, state, and local regulations as it pertains to HR.  Must have effective counseling skills in areas of performance and behavioral problems, conflict resolution and career development.  Ability to communicate with all levels of employees effectively.  Consistently contributes effort, leadership, and creative thinking to solving complex and significant problems in a collaborative fashion. Effectively represents department, division, or company at meetings. Assumes significant role on committees, projects, etc.