Job Overview

The University of Cincinnati (UC) seeks an Executive Staff Assistant (Assistant) to aid in the administrative responsibilities of Faculty Senate and Staff Senate. Under the general supervision of the Vice Provost for Academic Affairs, the Assistant will be expected to become familiar with university administrative and budgetary policies and procedures and academic and shared governance units’ policies and procedures. The Assistant will support the chairs of Faculty Senate and Staff Senate, with approximately two-thirds support being assigned to Faculty Senate and one-third support being assigned to Staff Senate. The Assistant will lead the planning and coordination of operational activities of substantial variety and complexity. The Assistant must be able to coordinate efforts between the Vice Provost, the Senate chairs, and various Senate representatives. The Assistant should show initiative and demonstrate the ability to work independently. This position is 32 hours per week and includes a comprehensive, competitive benefits package, tuition remission at UC, and a robust retirement matching program.

Essential Functions

• Assist in running Senate meetings (in hybrid and in person modalities) and manage workflow systems that support document creation, management, and dissemination (e.g., Microsoft Forms). This responsibility also includes scheduling and securing space on campus and scheduling and operating teleconferencing platforms (e.g., Zoom, Teams) during the meetings.
• Attend meetings and may be asked to take notes.   
• Collaborate with the Office of Accessibility to ensure accessible options for senate attendance and all distributed materials are in accessible formats.  
• Support the elections processes for Faculty and Staff Senate including related communications, ballot set-up, and maintaining associated form workflows related to elections.
• Maintain membership rosters of senate committees.
• Assist in the overall communication, including routine communication to faculty, staff, administrators, other units at UC, and the general public on behalf of Faculty Senate and Staff Senate.
• Collect and post information to update various university websites, including the Faculty Senate and Staff Senate websites and internal SharePoint sites, in a timely manner.
• Coordinate scheduling, calendar management, events, and travel arrangements if needed. Execute special events planning and logistics.
• Coordinate the use of facilities and equipment.
• Receive and reconcile expense statements via the university travel and expense management system.
• Review and monitor expenditures on supplies, equipment, food, parking, etc.
• Maintain Senate records according to university policy.
• As part of office management duties, review and facilitate procedures and practices, identify problems, and recommend solutions.
• Other duties may be assigned based on unit needs.

Required Education

Bachelor's degree with one (1) year of relevant work experience; -OR- Associate's degree with three (3) years’ of relevant work experience; -OR- five (5) years’ of relevant work experience. Experience must be in high-level administrative support.  

Additional Qualifications Considered

• Proficiency in Microsoft Office, University website management, and university software programs, including basic expense reporting and SharePoint.
• Budget management experience.
• Detail oriented and comfortable working with diverse groups of people in a cooperative, collegial manner.
• Ability to analyze operating practices to improve efficiency and effectiveness.
• Effective oral and written communication skills and demonstrated organizational skills.
• Ability to work in a fast-paced environment and under multiple deadlines at times.

Physical Requirements/Work Environment