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

Application Process Information

Applicants must supply resume, cover letter, and a list of references upon request.