Admin Assistant 3, College of Education [R0150094]

Nevada System of Higher Education

About The Position

The University of Nevada, Las Vegas invites applications for Admin Assistant 3, College of Education [R0150094]. ROLE of the POSITION The AA3 supports Dean-level administrative and budgetary support. This position supports daily front-office opening/closing operations (phones, email, guest services, mail, filing, copying, equipment reservations, inventory tracking, and general office upkeep) and assists with special projects and events. The AA3 will help oversee the daily operations of the UNLV College of Education (COE) Dean's Office; receive, review for accuracy, track, and process all COE-relevant forms and other materials to ensure they have been filled out correctly and proper signatures have been obtained and forward to correct destination once signed; prepare, sort, and process internal and external standard/priority mail and oversee access to the COE mailroom; assist with proofreading and typing of correspondence, documents, reports, brochures, flyers, and handouts; assist with travel arrangements for associate deans and oversee IGS ordering of swag, inventory, and distribution. As an HSI & AANAPISI College of Education, we prepare learners to address contemporary challenges by: (a) advancing equity and access through innovative scholarship, practice and advocacy; (b) enhancing our communities through collaborative outreach and engagement; and (c) delivering high-quality services, educational programs, and initiatives that promote social justice and well-being. Thus, the successful candidate will demonstrate support for educational equity, diversity, inclusion, and racial justice, as well as participate in maintaining a respectful, positive work environment. UNLV seeks to recruit and retain a racially, ethnically, and linguistically diverse workforce as a reflection of our commitment to serving the community. Furthermore, we are committed to producing “advocates and leaders to serve diverse populations, to enhance wellness, and to promote social justice for individuals, families, schools, and communities.”

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

Responsibilities

Clerical duties, such as maintaining records and files; composing, editing, and formatting documents in Microsoft Word; Routing forms for signatures. Assisting with checking/auditing office hours/FWS. Other duties as assigned.
Administrative duties such as maintaining regular positive communication with appropriate internal and external counterparts e.g., Office of Sponsored Programs, COE Business Manager, Graduate College, COE Departments, Dean’s Office staff, and other entities as determined. Submit work orders, assist with space management, archibus and asset works. Maintain, track, log, and audit course syllabus.
Assist with travel itineraries (Associate Deans, Holmes Scholars), processing expense reports, purchase orders, reimbursements, ICSAs, PCard purchases, and providing other fiscal operations for the Dean’s office; (c) completing monetary transfer forms for the Foundation (d) assisting as needed with fiscal activities linked to alumni engagement.
Work closely with the COE Scholarship and Honors Committee to make sure scholarship and fellowship program components (e.g., calls for applications, verification of active scholarships/fellowships and their balances and disbursement amounts, response to student inquiries, verification of eligibility, letters of disposition to applicants) are properly communicated and processed in an efficient manner. This position also helps monitor whether students retain eligibility for their award(s).
Assist with summer salary calculations, tracking eligibility, routing ECC forms, enter PAPs as needed for Dean’s office.