Executive Staff Assistant, School of Design, College of DAAP Job Details | University of Cincinnati

$40,000 - $42,500/Yr

University of Cincinnati - Cincinnati, OH

Full-time - Entry Level

Cincinnati, OH

10,001+ employees

Educational Services

About the position

The Executive Staff Assistant (ESA) at the University of Cincinnati's School of Design (SoD) plays a crucial role in the day-to-day operations of the school. This position serves as the primary contact for the SoD, welcoming visitors and responding to inquiries from faculty, students, staff, and the general public through various communication channels including in-person, phone, and email. The ESA is expected to demonstrate exceptional attention to detail, strong oral and written communication skills, and the ability to solve problems independently and efficiently. Reporting directly to the Program Manager of SoD, the ESA will be involved in a variety of administrative, financial, and communication tasks that support the school's mission and enhance its operational effectiveness. In terms of administrative responsibilities, the ESA will maintain databases, schedule and coordinate meetings, prepare agendas, and record meeting minutes. The role also includes coordinating the use of facilities and equipment, assisting with routine communications to faculty, staff, and students, and supporting the hiring process for student workers and teaching assistants. The ESA will train and oversee student workers, serve as a time approver for hourly employees, and provide administrative support to the school director and academic coordinators. Additionally, the ESA will assist in organizing special events and programs, and help develop and maintain office procedures as needed. Financially, the ESA will manage SoD's purchasing activities, which include procuring office supplies, instructional materials, and equipment. The role also involves allocating the purchasing card on a monthly basis. In terms of communication, the ESA will gather and organize content for the SoD newsletter, maintain the school's social media accounts, and collaborate with the marketing team to create and post engaging content. This full-time position is based on the main campus in Cincinnati, Ohio, and requires a Bachelor’s degree along with relevant work experience or equivalent specialized training. The ESA will work in an office environment with no unusual physical demands, contributing to a vibrant academic community that values diversity and excellence.

Responsibilities

• Welcome visitors and serve as the first point of contact for the school with students, staff, faculty, and the general public; respond to inquiries (written, in-person, telephone).
• Maintain databases.
• Schedule, coordinate, and attend meetings: prepare agendas and record meeting minutes.
• Coordinate the use of facilities and equipment.
• Assist with routine communication to faculty, staff, & students.
• Assist with the hiring of student workers, work study students, teaching assistants, and grad assistants for the SoD office.
• Train and support SoD's office student workers by delegating tasks and providing feedback.
• Serve as time approver for office student workers & other SoD hourly employees.
• Provide administrative support to the school director and academic coordinators.
• Assist in coordinating various special events, programs, and visitors.
• Assist in developing and maintaining office procedures and practices as needed.
• Perform other related duties based on departmental need.
• Responsible for SoD's purchasing including but not limited to: office supplies, faculty instructional supplies, special project items, travel, grant purchases, and equipment, etc.
• Allocate SoD's purchasing card monthly.
• Gather/organize content and distribute SoD's newsletter.
• Maintain SoD's social media accounts: Communicate with DAAP's marketing team to assist with creating and posting content for Instagram and Facebook. Update Linktree.

Requirements

• Bachelor's Degree and one (1) year of relevant work experience -or- Five (5) years of relevant work experience and/or other specialized training can be used in lieu of education requirement.
• Proficient with Microsoft Office.

Benefits

• Competitive salary range of $40,000-42,500 depending 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.