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Executive Secretary

St. John's University
New York, United States
Salary Not specified
Date posted
Jun 12, 2024

Executive 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 needed for leadership and service in a rapidly evolving world.


St. John's College Dean's Office

Specific Job Title

Executive Secretary

Reports to

Dean Teresa Delgado



Job Summary

This position provides executive level support for the Dean of St. John's College of Liberal Arts and Sciences. The person in this position manages administrative needs to ensure that their time is effectively allocated and that they have the information/materials needed to advance the priorities of the Dean, the School, and the University and provides a comprehensive range of duties to ensure overall efficiency of daily operations in the Dean's Office. The candidate must also be able to communicate professionally and effectively on behalf of the Dean, manage relations with key constituents and communicate with Associate and Assistant Deans, Directors, and Department Heads, and faculty and staff across the school to delegate and/or follow-through on tasks as appropriate.

Essential Functions

  • Effectively and efficiently manage daily office operations.

  • Prepare and distribute internal and external communications, correspondence, and/or presentations from the Dean.

  • Maintain, update, and organize all relevant files, including confidential files, for the Dean.

  • Coordinate the Dean's calendar.

  • Arrange conference rooms, order refreshments/food, and coordinate audio visual/conference calling requests and other tasks that will ensure professional conduct of meetings.

  • Take minutes for meetings as needed.

  • Professionally and effectively interact with other University units to meet the needs of the College and Dean.

  • Ensure all documents requiring the Dean's signature are completed promptly.

  • Manage communication with the Dean's Advisory Council and external stakeholders.

  • Assist with the coordination of the tenure and promotion process.

  • Coordinate and manage processes for faculty research reductions, leaves, reports, and awards.

  • Manage external scholarship process.

  • Work on special projects within the Office of the Dean.

  • Provide additional administrative support to any member of the Office of the Dean as needed.

  • Perform other responsibilities as assigned.

  • Competencies

  • Demonstrated readiness to create and promote a welcoming, collaborative team-based environment in the Dean's Office, maintaining a respectful workplace and modeling a positive attitude.

  • Demonstrated capability to manage stressful situations and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.

  • Excellent and effective written and oral communication skills, problem-solving skills, time management skills; attention to detail.

  • Proven proficiency with Microsoft Office applications (word processing, spreadsheet, and database applications), particularly Outlook for email and calendaring (or similar scheduling program).

  • Willingness to adapt to changing processes and procedures based on new technologies and new procedures of the faculty Collective Bargaining Agreement.

  • Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, follow through, and work independently without supervision while handling frequent interruptions and rapidly shifting priorities.

  • Ability to communicate and work effectively with a broad spectrum of people in sometimes difficult situations.

  • Ability to manage details of multiple and complex projects with firm timelines and schedules.

  • Capability to be self-motivated, punctual, reliable, organized, and flexible.

  • Commitment to and experience with promoting and enhancing diversity, inclusion, and equity.

  • Work Environment

    This position operates in a professional office environment on the St. John's University Queens Campus and requires you to use standard office equipment such as personal computers, printers, etc.

    Physical Demands

    While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate. The employee must occasionally lift or move up to 5 lbs. Specific vision abilities required by the employee include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus, etc.

    Position Type/Expected Hours of Work

    Full-time Monday through Friday, 8:30 a.m. to 4:30 p.m. May have to work on some weekends as needed for events.

    Required Education and Experience

  • Associate degree and 8-10 years' experience in higher education or executive setting or equivalent combination of education and experience.

  • Preferred Education and Experience

  • Bachelor's degree

  • Additional Eligibility Qualifications

  • Knowledge and proficiency in Microsoft Office 365 (OneDrive, Word, Excel, Teams, etc.) SDA, Ellucian-Banner, ORACLE, Webex, and Adobe.

  • Other Duties

    Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

    In compliance with NYC's Pay Transparency Act, the annual salary range for this position is $65,000-$68,000. 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


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