Executive Staff Assistant, Faculty and Senate

Position: Executive Staff Assistant, Faculty and Staff Senate
Job Description

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Job Title:

Executive Staff Assistant, Faculty and Staff Senate

Posting

Start Date:

3/6/26

Work Arrangement:
Onsite

Current UC employees must apply internally via Success Factors

Next Lives at the University of Cincinnati

Founded in 1819, the University of Cincinnati ranks among the nation's best urban public research universities. Home to more than 53,600 students, 12,000 faculty and staff, and over 360,000 living alumni, UC, a Carnegie 1 institution, combines research prowess with a physical setting The New York Times has called "the most ambitious campus design program in the country." UC's momentum has never been stronger as the anchor of the Cincinnati Innovation District, the oldest cooperative education (co-op) program in the country with students earning $94 million annually through paid experiences, an academic health system, and as a member of the Big 12 Conference.

The university contributes $10.6 billion in economic impact to the city and $22.7 billion to the state of Ohio. At UC, next is all of us. Learn more .

UC is a mission-driven organization where we are committed to student success and positively transforming the community through scholarship and service. We thrive on innovation, making an impact, and fostering an environment where staff and faculty are key contributors to UC's success.

Job Overview

The University of Cincinnati (UC) seeks an Executive Staff Assistant (Assistant) to aid in the administrative responsibilities of the Faculty Senate and the 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, as well as academic and shared governance units' policies and procedures.

The Assistant will support the chairs of Faculty Senate and Staff Senate, with approximately two-thirds of the support being assigned to Faculty Senate and one-third of the 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 in-person 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.

* Timely responses to emails and Microsoft Teams messages.

* Administrative support (scheduling meetings, coordinating events, etc.) for the Collaborative Governance Commission.

* 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.

* Sitting. Traveling throughout campus to various buildings. Occasional lifting up to approximately ten pounds.

* Other duties may be assigned based on unit needs.

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.

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…