Executive Staff Assistant, Student Affairs

About Student Affairs

Student Affairs advocates for and meets the needs of the Bearcat community through innovative co-curricular experiences that enhance student well-being, foster life and academic skill development, engender responsibility and grow leadership capability. Our 20+ departments support and enhance your UC journey. We encourage you to learn more about us, visit our offices, and reach out for help when you need it!

Job Overview

The Executive Staff Assistant (ESA) will assist in planning and coordinating a wide range of administrative and operational activities across multiple offices within a large and diverse unit. The ideal candidate will be organized, detail-oriented, and dedicated to supporting the Student Affairs mission. The ESA is primarily responsible for day-to-day operations and serves as the primary contact handling inquiries from faculty, students, staff, and the general public in person, by phone, and via email. This position requires great attention to detail, excellent oral and written communication skills, and the ability to solve problems quickly and independently. This is an on-campus, in-person position reporting to the Business Officer of Student Affairs.

Essential Functions

Facility and Space Management:

• Oversee the reservation process for the 7th floor, ensuring availability and proper usage of spaces.
• Lead the opening and closing procedures for both the 7th and 8th floors, ensuring security and readiness for daily operations.
• Manage the kitchenette space, implementing and enforcing procedures to maintain cleanliness and functionality.
• Coordinate work orders and facilities management requests to ensure timely maintenance and repairs.

Student Worker Supervision:

• Supervise and provide guidance to student workers, ensuring they understand their roles and responsibilities.
• Develop and maintain a schedule for student workers, ensuring coverage and support for all center activities.
• Serve as time approver for student workers.
• Conduct regular check-ins and provide performance feedback to student workers.
• Conduct regular check-ins and provide performance feedback to student workers.

Calendar and Event Coordination:

• Manage the I&I unit calendar, ensuring all events and activities are accurately recorded and communicated.
• Oversee the printing and distribution of the center?s calendar and other promotional materials.

Administrative Support:

• Serve as the liaison for administrator in the interpretation of policies and procedures.
• Assist with routine communication to faculty, staff, & students.
• Assist in coordinating various special events, programs, and visitors.
• Assist in developing and maintaining office procedures and practices as needed.
• Order and manage supplies for the center, ensuring all necessary materials are stocked and available.
• Run quarterly procurement card reports for Student Affairs.
• Manage record retention schedule and disposition of records for Student Affairs.
• Manage record retention schedule and disposition of records for Student Affairs.
• Maintain organized records of all administrative activities and correspondence.

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 experience

Application Process

For a complete application, please ensure to include a cover letter. It should be formally addressed to Arin Napier, the Business Officer for Student Affairs.

Physical Requirements/Work Environment