"Senior Executive Secretary, Grade D"

Position Title: Senior Executive Secretary, Grade D

School/Division: Public Safety

Office: Department of Public Safety

Full Time/Part Time: Full-Time

Description: Reporting to the Manager of Public Safety Office Operations, the Senior Executive Secretary provides secretarial support to the Department of Public Safety. The incumbent supports the university's parking program by assisting with day-to-day operations, ensuring compliance, coordination, and excellent service delivery across all parking-related functions. Evening and weekend hours may be required on occasion for special events or operational needs.

Responsibilities include, but are not limited to:

• Assists with the daily functions of Hofstra University's parking program, including the issuance, tracking, and auditing of all faculty, staff, student, and visitor parking permits.
• Maintains and responds to all parking permit emails.
• Updates the Electric Vehicle (EV) driver's list and tracks user access approvals through ChargePoint.
• Coordinates logistics and secures appropriate parking permissions and signatures for special events.
• Maintains accurate and up-to-date records for all parking program operations.
• Collaborates with Facilities and Public Safety teams to ensure signage, enforcement, and traffic flow are aligned with university guidelines.
• Processes, scans, and maintains confidential documentation including incident reports.
• Maintains and updates the Hofstra University Ban List; drafts, processes, and tracks associated formal communications.
• Prepares and distributes reports for the Associate Vice President for Public Safety and other leadership as needed.
• Provides high-level customer service and efficient information flow.
• May perform other duties not specifically identified above, but which require the same degree of skills, and which are normally included within the above job title.

Hours: Monday through Friday from 9am to 5pm

Subject to bumping

Qualifications:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required.
• Strong organizational skills and exceptional attention to detail.
• Demonstrated ability to work independently and manage multiple priorities in a fast-paced environment.
• Ability to exercise discretion in handling confidential and sensitive information.
• Excellent verbal and written communication skills as well as a professional demeanor.

Preferred Qualifications:

• Experience with Omnigo Software and Ellucian Banner systems preferred.
• Prior experience supporting a parking or transportation services program in a university or municipal environment.
• Familiarity with ChargePoint or other EV charging systems.