Overview

Executive Secretary (LVL 5)

Law School, Lincoln Center

Fordham University

Fordham University has an excellent reputation as a dynamic institution located in New York City. Founded in 1841, Fordham enrolls more than 16,000 undergraduate and graduate students in its 9 Colleges and Schools. 

  • Fordham University offers a comprehensive and competitive benefits package to its employees, which includes medical, dental, vision, life, and disability insurance.
  • We offer tuition remission for employees and their dependents.
  • A generous employer match towards a 403(b) retirement plan.
  • As a tax-exempt organization under section 501(c)(3) of the Internal Revenue Code (IRC), Fordham is considered a qualifying employer for the Public Service Loan Forgiveness (PSLF) program, a federal program designed to forgive student loan debt for employees of certain public and certain nonprofit employers.
  • As part of its work-life balance program, the University provides generous PTO including 10 vacation days, 12 sick days, 4 personal days, 6 summer Fridays, and holidays that include paid time off between Christmas and New year.  
  • University employees have access to the Employee Assistance Program (EAP). EAP provides no-cost, professional, and confidential services, to help employees and family members address a variety of personal, family, life, and work-related issues.

Position Summary

The Executive Secretary is responsible for workflow and performance of the office to achieve a high level of client service and optimize admin/staff productivity. This is a highly cross-functional role that will oversee all operations of the office and will assist the Clinic Managing Director. Duties include a range of administrative and facilities-related tasks. They are expected to take initiative and demonstrate sound judgement and provide support to faculty, staff and students.

Essential Functions        

  • Assists with all aspects of the administration and operation of the Fordham Law Clinic.
  • Welcomes visitors and identifies the purpose of their visit before directing them the appropriate department.
  • Fields phone calls and performs preliminary client intake for several clinics
  • Handles and prioritizes all outgoing or incoming correspondence (emails, letters, packages etc.)
  • Maintains electronic and paper clinic records ensuring student clinic application information is organized and easily accessible.
  • Responds and relays legal information to clients and potential clients who seek legal assistance.
  • Translates original legal documents from Spanish to English and vice versa for clinical faculty/students.
  • If applicable, makes court appearances with clinical faculty, students and clients, when necessary, to serve as court interpreter
  • Assists legal assistants and faculty with legal aspects of clinic cases as requested.
  • Maintains schedules for faculty, legal assistants, clinical students, clinic program events, room reservations, etc.
  • Assists clinical faculty and clients with input into case management system.
  • Assists faculty with distribution of class assignments.
  • Assists Managing Director in overseeing student and temporary workers.
  • Processes invoices and check requests.
  • Produces clinic application reports, Intake reports and reports on front desk activity as required.
  • Maintains inventory of kitchen and office supplies and orders them when needed.
  • Performs other general office duties as needed.

         

Required Qualifications 

  • High School Diploma or equivalent.
  • Technical proficiency, including computer skills sufficient to maintain, review and generate materials relevant to the position as well as track client information in our database, prepare reports, attend meetings and perform office tasks related to the work.
  • Demonstrated ability to effectively communicate with individuals from diverse backgrounds. Ability to work independently with initiative, well organized with attention to detail, meet daily deadlines and to be flexible.
  • Administrative proficiency to help successfully facilitate day-to-day operations in a dynamic and fast-paced work environment.
  • Ability to represent the Law Clinic to clients, students and other legal professionals in a highly professional manner.
  • Ability to maintain discretion and confidentiality.
  • Successful candidates should have a knowledge of and commitment to the goals of Jesuit Education.

Preferred Qualifications 

  • Undergraduate degree and/or 2 years legal experience
  • Fluency in conversational Spanish and skills in translating both written legal documents and oral interpreting with clients and in law office and court settings.

FLSA CATEGORY: Non-Exempt

START DATE: ASAP

APPLY HERE: https://careers.fordham.edu/postings/3786

ABOUT FORDHAM

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 9 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. 

Fordham University is committed to excellence through diversity and welcomes candidates of all backgrounds.

Fordham is an Equal Opportunity Employer – Veterans/Disabled and other protected categories

Apply for job