Executive Staff Assistant, College of Engineering and Applied Science

University of Cincinnati
parental leave, paid time off, sick time, retirement plan
United States, Ohio, Cincinnati
Nov 06, 2024
Executive Staff Assistant, College of Engineering and Applied Science *Current UC employees must apply internally via SuccessFactors* > http://bit.ly/UCEMPL Founded in 1819, the University of Cincinnati ranks among the nation's best urban public research universities. Home to 53,235 students, more than 11,000 faculty and staff and 350,000+ living alumni, UC combines a Top 35 public research university with a physical setting The New York Times calls "the most ambitious campus design program in the country." With the launch of Next Lives Here, the Cincinnati Innovation District, a $100 million JobsOhio investment, three straight years of record enrollment, worldwide leadership in cooperative education, a dynamic academic health center and entry into the Big 12 Conference, UC's momentum has never been stronger. UC's annual budget stands at $1.85 billion, and its endowment totals nearly $1.8 billion. Job Overview The University of Cincinnati, College of Engineering and Applied Science invites applications for multiple 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 Aerospace Engineering & Engineering Mechanics and the Department of Chemical and Environmental 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.) 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 and expense reports 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 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. Coordinate department meeting requests and arrangements Take minutes for departmental meetings, events and/or as requested by the Department Head Manage calendars of Department Head, Associate Department Head, and Directors 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. Application Process Information Applicants must supply resume, cover letter, and a list of references upon request. Compensation and Benefits UC offers a wide array of complementary and affordable benefit options, to meet the financial, educational, health, and wellness needs of you and your family. Eligibility varies by position and FTE. Competitive salary range dependent on the candidate's experience. Comprehensive insurance plans including medical, dental, vision, and prescription coverage. Flexible spending accounts and an award-winning employee wellness program, plus an employee assistance program. Financial security via our life and long-term disability insurance, accident and illness insurance, and retirement savings plans. Generous paid time off work options including vacation, sick leave, annual holidays, and winter season days in addition to paid parental leave. Tuition remission is available for employees and their eligible dependents. Enjoy discounts for on and off-campus activities and services. As a UC employee, and an employee of an Ohio public institution, if hired you will not contribute to the federal Social Security system, other than contributions to Medicare. Instead, UC employees have the option to contribute to a state retirement plan (OPERS, STRS) or an alternative retirement plan (ARP). To learn more about why UC is a great place to work, please visit our careers page at https://www.uc.edu/careers.html. For questions about the UC recruiting process or to request accommodations with the application, please contact Human Resources at jobs@uc.edu. The University of Cincinnati is an Equal Opportunity Employer. REQ:97342 SF:OMJ SF:RM SF:HEJ, SF:INS SF:HERC SF:DIV SF:LJN SF:IHE Executive Staff Assistant, College of Engineering and Applied Science Date: Nov 6, 2024 Location: Cincinnati, OH, US Facility: Main Campus Nearest Major Market: Cincinnati Job Segment:** Aerospace Engineering, Facilities, Developer, Shipping and Receiving, Executive Assistant, Engineering, Operations, Technology, Administrative