Executive Staff Assistant, College of Engineering & Applied Science

University of Cincinnati; Cincinnati (OH); On-site; USD 52,000 - 65,000; Full time

Benefits offered by this job

Tuition remission

Retirement plans

Flexible time off

Health coverage

Job summary

The University of Cincinnati, College of Engineering and Applied Science, invites applications for two Executive Staff Assistants to assist in planning and coordination of administration and operations within an academic department. You must be customer service oriented, self-starting, organized, and able to work independently or with a team, reporting to the department head.

Responsibilities include managing day-to-day operations, coordinating facilities and equipment, handling reception,

Qualifications

• Bachelor's Degree required.
• Five years of relevant work experience or equivalent training.
• Experience supporting a department head and staff is preferred.

Responsibilities

• Manage day-to-day department operations including scheduling and meetings.
• Coordinate use of department facilities and equipment.
• Reception duties: answer calls, greet visitors.
• Process travel requests, reimbursements and expense reports.
• Take minutes for department meetings.
• Maintain calendars for department leadership.
• Assist with HR and visa/work sponsorship coordination.

Skills

Customer service

Self-starter

Organized

Teamwork

Education

Bachelor's Degree

Job description

• Oversee scheduling department facilities & equipment and/or conference rooms

Founded in 1819, the University of Cincinnati ranks among the nation's best urban public research universities. Home to more than 53,600 students, 12,000 faculty and staff, and over 360,000 living alumni, UC, a Carnegie 1 institution, combines research prowess with a physical setting The New York Times has called "the most ambitious campus design program in the country." UC's momentum has never been stronger as the anchor of the Cincinnati Innovation District, the oldest cooperative education (co-op) program in the country with students earning $94 million annually through paid experiences, an academic health system, and as a member of the Big 12 Conference. The university contributes $10.6 billion in economic impact to the city and $22.7 billion to the state of Ohio. At UC, next is all of us. Learn more at uc.edu.

Job Overview

The University of Cincinnati, College of Engineering and Applied Science invites applications for two Executive Staff Assistants to assist in the planning and coordination of administration and/or operational activities of substantial variety and complexity in an assigned academic department (e.g. the Department of Computer Science or the Department of Mechanical, Materials and Industrial Engineering). As an Executive Staff Assistant, you must be customer service oriented, a self-starter, well organized and have the ability to complete work independently, as well as assist others and work as a team. The Executive Staff Assistant will take direction from and report to the academic unit's department head.

Essential Functions

• Manage the day-to-day operations of the department office, including scheduling, supporting and preparing for meetings
• Coordinating the use of department facilities and equipment
• Reception (e.g. answer main phone line, greeting/directing visitors, etc.)
• Ordering office supplies
• Submitting work orders
• Collecting and distributing mail
• Ensuring the department office and main areas are clean and presentable.
• Disseminate department emails
• Oversee scheduling department facilities & equipment and/or conference rooms
• Order office supplies and maintain inventory of supplies for classrooms and printers
• Order business cards
• Order textbooks
• Process and coordinate package shipping & receiving- FedEx, UPS, USPS
• Oversee coordination and distribution of parking garage vouchers
• Process all key & access requests
• Assist and/or run faculty voting/RPT
• Maintain faculty/staff directory and, as needed, ListServs
• Process travel requests/authorizations/reimbursement requests as requested, including but not limited to candidates/visitors and the Department Head
• Serve as a liaison between the Department Head/Associate Department Head and department Business Office

Additional Essential Functions

• Departmental Event management:
  • Facility reservations
  • Catering
  • Administration support
  • Travel arrangements; as necessary
  • Communication/notices
  • Order supplies/gifts
• Assist and support departmental leadership; including the Department Head, Associate Department Head, and requested directors.
• Process expense reports for Department Head and others as requested
• Coordinate department meeting requests and arrangements
• Take minutes for departmental meetings, events and/or as requested by the Department Head
• Manage Department Head, Associate Department Head, and Directors calendars as requested
• Perform or participate in special projects and maintain project status based on department need.
• Perform other related duties based on departmental need, such as but not limited to:
  • Make arrangements for faculty interviews including but not limited to agendas, invites, room scheduling, travel requests/authorizations/reimbursements, etc.
  • Schedule and order departmental courses.
  • Serve as bi-weekly timekeeper or timekeeper back-up for department
  • Assist and/or coordinate with HR and UC international on visa/work sponsorship.

Required Education

• Bachelor's Degree
• Five (5) years of relevant work experience and/or other specialized training can be used in lieu of education requirement

Required Experience

One (1) year of relevant work experience

Physical Requirements/Work Environment

• Office environment/no specific unusual physical or environmental demands.

Compensation And Benefits

UC offers an exceptional benefits package designed to support your well-being, financial security, and work-life balance. (UC Benefits) Eligibility may vary by position and FTE status. Highlights include:

Comprehensive Tuition Remission

UC provides tuition remission for you and your eligible dependents, covering tuition costs for nearly all undergraduate and graduate programs offered by the university.

Robust Retirement Plans

As a UC employee, you won’t contribute to Social Security (except Medicare). Instead, you’ll choose between state pension plans (OPERS, STRS) or an Alternative Retirement Plan (ARP), with UC contributing 14-18% of your salary based on position.

Real Work-Life Balance

UC prioritizes work-life balance with a generous time-off policy, including:

• Vacation and sick time
• 11 paid holidays and additional end-of-year paid time off (Winter Season Days)
• 6 weeks of paid parental leave for new parents

Additional Benefits Include

• Competitive salary based on experience
• Comprehensive health coverage (medical, dental, vision, prescription)
• Flexible spending accounts & wellness programs
• Professional development & mentorship opportunities

To learn more about why UC is a great place to work, please visit our Careers Page.

UC is an E-Verify employer. If hired into this position, you will be required to provide satisfactory proof of employment eligibility by providing acceptable, original forms of identification for employment verification via the Federal I-9 employment verification process.

For questions about the UC recruiting process or to request accommodations with the application, please contact UC HR at [e-mail].

Equal Opportunity Employer. Building a workplace where all qualified applicants will receive consideration for employment, including Individuals with Disabilities and Protected Veterans.