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Senior Executive Secretary, Grade D

Hofstra University
Hempstead, NY

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Job Details

About Hofstra:

Hofstra University is nationally ranked and recognized as Long Island’s largest private university located in Hempstead, N.Y. When you work at Hofstra, you join a team of talented professionals committed to preparing students for the challenges of tomorrow, in an environment that cultivates learning through the free and open exchange of ideas for the betterment of humankind. The work we do at Hofstra supports the education and well-being of our students, and the workforce of the future. While working towards this mission, employees can take advantage of many enriching experiences on campus. Whether it’s a lunchtime lecture, a Division I NCAA athletics game, a musical concert, a theatre performance, or a visit to one of our two accredited museums, there is always something exciting to do at Hofstra. Enjoy the ease of going to the fitness center, taking a swim, or grabbing a bite to eat without having to leave our beautiful campus! Hofstra University is dedicated to recruiting and retaining a highly qualified and diverse academic community of students, faculty, staff, and administrators respectful of the contributions and dignity of each of its members. We especially encourage women, people of color, members of the LGBTQ+ community, veterans, and people with disabilities to apply.

Position Title:

Senior Executive Secretary, Grade D

Position Number:



Hofstra College of Liberal Arts and Sciences-Natural Science

Full-Time or Part-Time:



Reporting to the Department Chair, the Senior Executive Secretary will perform a full range of secretarial duties.

Responsibilities include, but are not limited to:

  • Provides support to the chairperson, program director, faculty, and administration.
  • Maintains all department files: faculty, majors, minors.
  • Works closely with the chairperson on department master and audit schedules, including faculty and classroom assignments.
  • Submits workflows for adding, editing, or deleting courses within the department.
  • Prepares internal departmental onboarding and off boarding and orientation to faculty in relation to background checks, gathering all new faculty hire documentation, informing of office procedures, including obtaining keys, assigning office space, mailbox assignments, etc.
  • Processes all special academic forms (waiver/substitution forms, change of major forms, etc.).
  • Point of contact for all student academic requests related to majors and minors.
  • Responds to all telephone and in-person inquiries.
  • Opens, sorts, and distributes mail, and prepares correspondence as necessary.
  • Issues overrides and tracks wait-listed student lists for all department courses.
  • Oversees student workers in the office, tracks and reconciles e-time.
  • Compose/type emails, memos, reports, proposals, class lists, bulletin updates, faculty hours, and class schedules.
  • Maintains and updates appointment calendar, schedule/arrange meetings.
  • Records student status changes for the Department and American Chemical Society (accrediting agency).
  • Prepares mailings for the department’s annual banquet.
  • Processes print jobs and book orders.
  • May perform other duties not specifically identified above, but which require the same degree of skill, and which are normally included with the above job title.

Hours: Monday through Friday from 9am to 5pm.

Minimum Salary: $40,925

Subject to bumping


  • Ideal candidate must possess the ability to handle sensitive information with discretion.
  • Excellent interpersonal, communication, and organizational skills.
  • Must be detail oriented.
  • Proficiency with Microsoft Word, Excel, and Outlook.

Preferred Qualifications:

  • Knowledge of Ellucian Banner.
  • Basic familiarity with social media platforms.


Open Until Filled

Date Posted:


EEO Statement:

Hofstra University is an equal opportunity employer, committed to fostering diversity in its faculty, administrative staff and student body, and encourages applications from the entire spectrum of a diverse community.


Working at Hofstra University

Hofstra University is a dynamic private university where students will benefit from large-university resources and thrive within a small college atmosphere.  At Hofstra, students can choose from 155 undergraduate and 170 graduate program options within the Frank G. Zarb School of Business; Hofstra College of Liberal Arts and Sciences: the Peter S. Kalikow School of Government, Public Policy and International Affairs; School of Humanities, Fine and Performing Arts; School of Natural Sciences and Mathematics; the Hofstra Northwell School of Medicine at Hofstra University and Hofstra Northwell School of Graduate Nursing and Physician Assistant Studies at Hofstra University; Hofstra University Continuing Education; Honors College; Lawrence Herbert School of Communication; Maurice A. Deane School of Law; School of Education; School of Engineering and Applied Science; and School of Health Professions and Human Services. Students also benefit from small classes (student-to-faculty ratio of 13-to-1 and an average undergraduate class size of just 21 students), flexible schedules, and close proximity to the cultural and networking aspects of New York City.

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