Administrative Assistant 4 – System Administration

Thank you for your interest in employment with Nevada System of Higher Education (NSHE), System Administration and System Computing Services. We want your application process to go smoothly and quickly. We ask that you keep in mind the following when completing your application:

• Draft applications are saved automatically and can be accessed through your candidate home account.

• Final applications must be submitted prior to the close of the recruitment. Once a recruitment has closed, applications will no longer be accepted.

If you need assistance or have questions regarding the application process, please contact our Human Resources department at (775) 784-4901.

Job Description

The Nevada System of Higher Education (NSHE), System Administration Office in Reno, NV is seeking applications for an Administrative Assistant 4. The Administrative Assistant is the first point of contact for the NSHE office. This position is expected to provide excellent customer service and perform a variety of support functions to ensure smooth operations within the NSHE System Administration front office. This position will attend to visitors, guests, and the general public by greeting, welcoming, directing and announcing them appropriately. The Administrative Assistant 4 will be responsible for answering, screening, and forwarding incoming calls while providing basic information when necessary.

This position will also serve as the office manager overseeing the general operations of the NSHE System Administration office including supervising students, primary contact for building maintenance, maintaining office inventory of supplies, room set up/take down for various meetings, and other duties as assigned.

Responsibilities include, but are not limited to :

Project Management:

• Collaborate with supervisor to develop project timelines and resource requirements (equipment, materials, funds, etc.)

• Maintain detailed project documentation, ensuring accuracy and accessibility

• Facilitate effective communication between all parties involved (can be internally or externally)

• Coordinate tasks and activities and timely completion

• Schedule and organize project meetings, ensure all relevant parties are informed and prepared

• Generate regular project status reports, summarizing progress and highlight any potential issues

• Identify and address challenges as they arise, collaborate with team to find solutions

Reporting Support:

• Facilitate collection and organization of data from all NSHE Institutions to assist in budget preparation and analysis

• Draft reports, summarizing information and ensure data provided is accurate, transferred and corresponds to narrative

• Review templates submitted by institutions for complete information; liaise with high profile administrators (VPAF, Controllers, correspondents from State Legislatures, etc.) to collect missing or incorrect data.

• Identify discrepancies or financial issues and support Director to resolve them

• Retain records of budgetary transactions and maintain accurate financial records

• Utilize financial software and tools to upload budget reports and similar documents

Office Manager:

• Oversee general office operations of the Reno System Administration office.

• Supervise student workers. Create work schedules for each semester, coordinate assignments, and provide training as needed.

• Monitor, purchase and maintain office supplies and equipment.

• Primary contact building maintenance – coordinate services with UNR Custodial, UNR Facilities and outside vendors. Pay vendors for services and make fiscally responsible decisions when making purchases and securing services.

• Maintain and distribute staff contact lists to all of System Administration.

• Maintain office filing and storage systems.

• Post agendas and manage posting board to adhere to open meeting laws.

• Serve as point of contact for SA Reno conference room scheduling and provide technical assistance when issues arise

• Serve as SA Reno receptionist; greet and direct guests, answer calls and forward appropriately.

• Maintain office security by implementing procedures and controlling office access

Administrative Support:

• Draft, prepare, review and edit correspondence

• Coordinate all logistics for meetings, conferences and events

• Support executives and team members with travel and pcards

• Serve as back-up assistant to the following individuals: Vice Chancellor for Budget and Finance and Chief Financial Officer, Assistant Chief Financial Officer, SCS Budget Director, NSHE Budget Director and Principal Budget Analyst

• Support duties include:

  • Calendaring and scheduling

  • Organizing and preparing for meetings, including preparing agendas and taking meeting notes

  • Coordinating travel arrangements, including travel expenses and reimbursements

  • Coordinating communication both written and verbal

Required Qualifications

• This position requires graduation from high school or equivalent education and four (4) years of progressively responsible relevant work experience which included experience in one or more of the following areas: providing administrative/program support to professional staff and management; performing secretarial duties in support of a manager; coordinating communications between the manager, staff and program clientele; supervision of subordinate staff; researching information from internal and external sources; OR

• One (1) year of experience as an Administrative Assistant III in Nevada State service; OR

• An equivalent combination of education and experience as described above.

A valid Class “C” Nevada driver’s license or higher operator’s license is required at the time of appointment and as a condition of continuing employment.

Preferred Qualifications

Candidates with Microsoft Office Suite and Workday experience are encouraged to apply.

Schedule

The typical work schedule is Monday through Friday from 8:00 am to 5:00 pm; this is subject to change based on organizational needs.

Compensation Grade

Grade 29 (Entry, Step 01 $21.64/hr. – Step 03 $23.49/hr.)

In classified service, salary is in Grade and Step. The Step is determined based on the Nevada Administrative Code. Salary placement above a Step 01 at initial appointment is determined based on the recruitment, the candidate’s qualifications, internal equity and budgets. A request to accelerate salary must be approved by Human Resources and abide by the Nevada Administrative Code.

To view the classified compensation schedules, please visit: Classified Compensation . Select Salary schedule, PP01.

For more information, visit the Classified Salary Calculator

Benefits

• Employees are enrolled in The Public Employees’ Retirement System of Nevada (PERS) upon hire. Retirement plan – Retirement Calculator

• Health insurance options including dental and vision – Health Insurance

• Life insurance, generous annual and sick leave – Classified Benefits

• EAP Program through ComPsych supports employees (and eligible dependents) through life’s difficult moments. Mountain EAP is located in Reno and specializes in counseling and advising services for personal or interpersonal issues.

Grants-in-Aid for Classified Employees

NSHE encourages employees to pursue training and educational opportunities available to them through the Nevada System of Higher Education institutions. Tuition is paid in full when Classified employees enroll in a course that can apply toward the completion of a degree or is job-related. Classified Staff Grants-In-Aid Benefit

NSHE Office Information

The Chancellor is the chief executive officer of the Nevada System of Higher Education and is responsible to the Board of Regents for the administration and of the financial management of the Board’s policies. The campus presidents and vice chancellors are responsible to the Chancellor. The NSHE Chancellor’s Office provides system administration for the Board of Regents, academic and student affairs, health sciences, finance and budget, legal affairs, human resources, system computing services, college collaboration, diversity, government and community affairs.  For more information, please visit the NSHE web site at: 
https://nshe.nevada.edu/

Exempt

No

Full-Time Equivalent

100.0%

Required Attachment(s)

Please note, once you submit your application the only attachment/s viewable to you will be the attachment/s to the resume/CV section of the application. Any additional required attachment/s to the cover letter, references, additional documents sections of the application, will not be viewable to you after you submit your application. All uploaded attachment/s will be on the application for the committee to review. To request updates to attachments, prior to the committee review of applications, please contact the candidate helpdesk at [email protected] .

Attach the following attachment(s) to your application

Resume/CV – (required) List a detailed description of the major duties that you performed as part of each job. You must demonstrate that you qualify for the position and your education and experience must be clearly documented.

Cover Letter – (required)

Contact Information for Three Supervisory References – (required) Please make a note if you do not want your present employer contacted unless necessary to determine your qualifications for the position.

Transcripts – (optional) If you have not graduated, please attach your transcripts to receive education credit for classes you have taken. Credit is given for classes relevant to the position.

Veteran Interview Consideration – (optional) – To receive interview consideration for veterans and veterans with a service-connected disability, proof is required at the time of application. Please attach proof electronically to your application under the Veteran Document(s) section. (Examples of acceptable documents include DD-214, disability letter from Veteran’s Administration, etc).

This posting is open until filled

Qualified individuals are encouraged to apply immediately. Lists of eligible candidates will be established and hiring may occur early in the recruiting process. Recruitment will close without notice when a sufficient number of applications are received or a hiring decision has been made.

Posting Close Date

Note to Applicant

A background check will be conducted on the candidate(s) selected for hire.

References will be contacted at the appropriate phase of the recruitment process.

As part of the hiring process, applicants for positions in the Nevada System of Higher Education may be required to demonstrate the ability to perform job-related tasks.

All document(s) must be received on or before the closing date of the job announcements.  Schedules are subject to change based on organizational needs.

HR will attempt to verify academic credentials upon receipt of hiring documents.