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Executive Staff Assistant

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Date: Feb 5, 2019

Location: Cincinnati, OH, US

Executive Staff Assistant

The University of Cincinnati’s Graduate School awards master’s degrees, doctorates, and certificates across all of the university’s academic units and disciplines. The Graduate School oversees processes supporting the advanced study and research of 11,000 graduate students across 350 different programs campus-wide.


The Graduate School seeks an Executive Staff Assistant to perform clerical and administrative tasks in support of the unit. Main responsibilities will be to handle calendar scheduling for the Associate Dean and Director of Graduate Studies, and to assist with event scheduling and travel arrangements for a broader range of Graduate School staff. The ideal candidate will be a responsible, dedicated, detail-oriented assistant who is adept at making logistical arrangements that involve travel, meetings, events, finances, student-award postings, correspondence, and other clerical tasks. Over time, this employee will also be cross trained in order to furnish support for broader tasks within the Graduate School during high-demand times on the academic calendar. Teamwork and a willingness to pitch in for the common good during acute high-pressure moments are critical, as is the ability to multitask within a lively, challenging work environment.


Essential Function

The position will be supervised by the Director of Graduate Studies, and will be responsible for assisting in the planning and execution of varied and multi-step administrative activities that require professional interactions with staff, students, and professors across the University, as well as constituents outside the University.


Primary Duties

  • Manage calendars and meetings, and assist in the logistics of supporting Graduate School programs and events.
  • Gather and evaluate information and assist in determining priorities.
  • Coordinate, evaluate, and execute procedures.
  • Coordinate the use of space, facilities, and equipment.
  • Perform research concerning procedures and practices, identifying problems and recommending solutions.
  • Serve as a liaison in the interpretation of policies and procedures.
  • Represent the unit to internal and external constituents, and potentially serve on committees and attend meetings on behalf of administrators.
  • Coordinate personnel transactions such as travel authorizations, reimbursements, and hourly timekeeping.
  • Receive and reconcile expense statements.
  • Assist in managing student academic and financial records.
  • Review and monitor expenditures on travel and events.
  • Perform other related duties based on departmental need.


Minimum Requirements

Bachelor's degree with one (1) year experience; -OR- Associate's degree with three (3) years’ experience; -OR- five (5) years’ experience.

Experience must be in high-level administrative support.


This position will be a professional position paid at an hourly rate.


The University of Cincinnati, as a multi-national and culturally diverse university, is committed to providing an inclusive, equitable and diverse place of learning and employment. As part of a complete job application you will be asked to include a Contribution to Diversity and Inclusion statement.


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).


The University of Cincinnati is an Affirmative Action / Equal Opportunity Employer / M / F / Veteran / Disabled.


REQ: 36027


Nearest Major Market: Cincinnati

Job Segment: Clerical, Administrative Assistant, Secretary, Executive Assistant, Administrative, Research

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