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

Title of Position

Reporting to the Department Chair, this role works closely with Chairs, Associate Chairs, the Director of Graduate Studies, and student workers to keep the Department of Theology running smoothly. Additionally, they manage a range of administrative responsibilities—from supporting faculty and coordinating events, to coordinating logistics for graduate student progress, and helping to manage day‑to‑day operations in Duane.

Level 5:
Provides general administrative support to the Chair, Associate Chairs, and Graduate Director. Assists with yearly budget preparation. Manages onboarding for new faculty and adjunct instructors, including paperwork, office assignments, and key distribution. Collaborates with the Director of Graduate Studies and GSAS on graduate student matters (e.g., registration, qualifying exams, dissertation defenses). Processes adjunct contracts and faculty stipend payments. Maintains records of graduate student progress, funding, and awards.

Serves as a liaison with Academic Records, Payroll, Accounts Payable, Provost’s Office, GSAS, and Facilities Operations. Works with DGS to track faculty teaching credit reports, including reductions for dissertation mentoring and PhD/MTS tutorial courses. Works with the Chair on annual budget preparation and manages departmental financial processes (e.g., check requests, purchase orders, timesheets). Assists with maintaining and updating the department website (with assistance from assigned GA).

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.

Not responsible for supervision or oversight of others.

• Manages office supplies and the acquisition of new computers and office furniture. Coordinates office space for the department.
• Coordinates logistics for comp exams, language exams, and other departmental events (e.g., job talks), including room assignments, catering, transportation.
• Acts as the primary point of contact for visitors, faculty, and staff entering the department.
• Organizes departmental events (e.g., Welcome back and holiday parties). Oversees room reservations for department meetings and seminars, including food orders, room reservations, and setup.
• Collects office hour information from instructors and ensures door signage is updated.

• High School Diploma or equivalent.
• Minimum 2 years of office experience.

Working knowledge of Microsoft Office, Excel, and the ability to quickly learn other computer applications. Must be well‑organized, have excellent attention to detail, be highly motivated with strong interpersonal and communication skills, and have excellent diplomacy and discretion in handling confidential and/or sensitive material. Must be able to work well with others in a collaborative atmosphere and with a positive attitude to assist with additional clerical tasks as needed.

Mandatory competency testing.

• Some college experience.

Physical activity: sitting nearly continuously. Repetitive hand motion (typing) nearly continuously. Hearing, listening, talking nearly continuously. Standing seldom. Walking not required. Running not required. Bending, stooping, kneeling, squatting, crouching, crawling not required. Climbing stairs not required. Climbing ladders not required. Reaching overhead not required. Pulling, pushing not required. Shoveling not required. Lifting up to 20 pounds not required. Lifting up to 50 pounds not required.

Lifting over 50 pounds not required. Work environment: office environment; employees protected from weather conditions or contaminants, but not necessarily occasional temperature changes.

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.