This job has expired

Department Chair Secretary

St. John's University
New York, United States
Salary Not specified
Posted Date
Aug 23, 2023

Department Chair Secretary

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.

Job Description

Department Chair Secretary - Department of Pharmacy Administration and Public Health

College of Pharmacy and Health Sciences

Primary Duties and Responsibilities
  • Greet all visitors in a professional and timely manner. Answer and direct callers to the appropriate resource
  • Provide support for the Department Chairperson with Department and College projects.
  • Manage and coordinate the Chairperson's calendar, including reminding the Chairperson of the status of upcoming deadlines and scheduling appointments with faculty, staff, administrators, and students.
  • Review, maintain, and monitor the Department's records such as meeting minutes, updated syllabi, and faculty course outlines.
  • Assist the Chairperson with Personnel Action Forms (PAF) and Annual Faculty Activity Report (AFAR), including scheduling faculty classroom evaluations for the Chairperson for PAF purposes.
  • Provide support to and as work with department faculty and students.
  • Process all budget-related transactions (i.e., purchase orders, supplies, check requestions, and T&E expenses).
  • Maintain an adequate supply of office supplies to support the office and departmental teaching needs.
  • Effectively manage workflow for programs within the department (and College as needed)
  • Coordinate the reporting of maintenance issues to Facilities Dept. for repairs, etc.

Other Duties and Responsibilities
  • Reserve University space for Department meetings and special events
  • Post schedules, notices, or relevant information for department faculty.
  • Provide additional administrative support to any department member and College as needed.
  • Assist with scheduling faculty interviews during hiring and recruitment.
  • Make travel arrangements and process reimbursements for event speakers and interviewees.
  • Perform other duties as assigned.

Requirements, skills, experience
  • High school diploma required. Bachelor's degree preferred.
  • Minimum of three years of administrative assistant office experience. Experience in higher education is preferred.
  • Possess excellent computer skills with working knowledge of Microsoft Office applications and proficient use of general office equipment.
  • Ability to learn and use university technology systems and other recent technology as needed.
  • Safely operate office equipment (Computer, copier, fax, printer, scanner, and phone).
  • Demonstrate excellent interpersonal, verbal, and written communication skills.
  • Good time management, prioritization of multiple tasks, organizational skills, and confidentiality are required.
  • Attend professional development activities when required.
  • Flexible and adaptable in various situations.

In compliance with NYC's Pay Transparency Act, the annual salary for this position is $50,000. 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.

To apply, visit


Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert