Executive Staff Assistant, College of Engineering and Applied Science

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-