Admin Assistant 3, UNLV Foundation - Board Relations [R0153065]

Nevada System of Higher Education•Las Vegas, NV

5d•$46,207•Onsite

About The Position

The Administrative Assistant III serves in a critical governance, compliance, and administrative capacity, supporting board operations for the UNLV Foundation and Alumni Association. This role provides comprehensive coordination, technical expertise, and operational support to ensure the effective planning and execution of all board activities and governance processes. The role requires strong judgment, discretion, and a solid understanding of governance and financial practices, as they are responsible for reviewing and preparing check requests for boards, chapters, and clubs. As a primary point of contact for two of the university’s most important governing bodies, the Administrative Assistant III operates with a high degree of independence while facilitating timely, accurate, and professional communication with board members, executive leadership, and key stakeholders. The Administrative Assistant III oversees the operational and governance aspects of board engagement, including meeting logistics, materials preparation, and scheduling. The role also ensures the accurate tracking and maintenance of board terms, committee assignments, and required documentation such as conflict of interest and confidentiality agreements. Given that all board meetings are subject to Nevada Open Meeting Law, the Administrative Assistant III plays a key role in ensuring compliance, maintaining proper documentation, and upholding rigorous standards of recordkeeping. Responsibilities include editing and finalizing meeting transcripts, as well as managing the storage and accessibility of transcripts and video recordings in accordance with public records requirements. In addition, the Administrative Assistant III independently prepares reports and governance-related records for the director and executive leadership, particularly in support of affiliated foundation audits and the UNLV Foundation’s Form 990. This position maintains accurate and up-to-date board member information, including contact details and trustee matrix data such as professional background, areas of expertise, and affiliations. This information is managed across multiple platforms, including the Foundation’s database, website, and Association of Governing Boards listings. Finally, the Administrative Assistant III supports special projects and events by managing logistics and ensuring that internal processes run smoothly, contributing to efficient, consistent, and high-quality board operations.

Requirements

Graduation from high school or equivalent education and three years of progressively responsible relevant work experience which included experience in one or more of the following areas: maintenance of complex records and files; public/customer relations including explaining detailed policies, regulations and requirements; preparation and processing of financial and statistical documents such as payroll, travel, claims and budgeting forms; and assisting staff and management with projects and activities.
OR one year of experience as an Administrative Assistant II in Nevada State service.
OR an equivalent combination of education and experience as described above.

Nice To Haves

Recent experience with purchasing or accounting in an office or higher education environment is preferred.
Ability to compose business correspondence and explain complex guidelines is preferred.

Responsibilities

Serving in a critical governance, compliance, and administrative capacity, supporting board operations for the UNLV Foundation and Alumni Association.
Providing comprehensive coordination, technical expertise, and operational support to ensure the effective planning and execution of all board activities and governance processes.
Reviewing and preparing check requests for boards, chapters, and clubs.
Operating with a high degree of independence while facilitating timely, accurate, and professional communication with board members, executive leadership, and key stakeholders.
Overseeing the operational and governance aspects of board engagement, including meeting logistics, materials preparation, and scheduling.
Ensuring the accurate tracking and maintenance of board terms, committee assignments, and required documentation such as conflict of interest and confidentiality agreements.
Ensuring compliance with Nevada Open Meeting Law, maintaining proper documentation, and upholding rigorous standards of recordkeeping.
Editing and finalizing meeting transcripts, as well as managing the storage and accessibility of transcripts and video recordings in accordance with public records requirements.
Independently preparing reports and governance-related records for the director and executive leadership, particularly in support of affiliated foundation audits and the UNLV Foundation’s Form 990.
Maintaining accurate and up-to-date board member information, including contact details and trustee matrix data such as professional background, areas of expertise, and affiliations.
Managing board member information across multiple platforms, including the Foundation’s database, website, and Association of Governing Boards listings.
Supporting special projects and events by managing logistics and ensuring that internal processes run smoothly.