Admin Assistant 4, College of Education [R0151764]

Nevada System of Higher Education•Las Vegas, NV

1d•$50,154•Onsite

About The Position

The University of Nevada, Las Vegas (UNLV) invites applications for Admin Assistant 4, College of Education. This role provides centralized administrative, programmatic, and financial coordination in support of the National Institute for the Advancement of Education (NIAE). It combines program operations support with grant and budget coordination to ensure effective implementation of NIAE initiatives across multiple projects and funding streams. Working under the direction of the Executive Director, this position supports a broad portfolio of activities, including program logistics, stakeholder coordination, and grant-related budget tracking. The coordinator assists with planning and execution of institute initiatives, supports communication and coordination across programs, and monitors and manages grant-funded and operational budgets. This role includes supporting aspects of the grant lifecycle, particularly budget tracking, documentation, and coordination with university administrative offices. The position works collaboratively with program staff, principal investigators, and central offices (e.g., OSP, purchasing) to ensure alignment, efficiency, and compliance. In addition, the coordinator supports day-to-day program operations, including scheduling, event coordination, travel logistics, and special projects. This position plays a key role in maintaining organized systems, facilitating communication, and ensuring that both programmatic and financial activities are executed effectively across NIAE.

Requirements

Graduation from high school or equivalent education and four 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 year of experience as an Administrative Assistant III in Nevada State service; OR an equivalent combination of education and experience as described above.

Nice To Haves

Experience with State of Nevada and U.S. Department of Education grant funding.

Responsibilities

Liaison with new and returning vendors to ensure vendors and consultants are properly registered and current in purchasing system.
Serve as first point of contact with purchasing and travel departments for contracts, spend authorizations, expense reports, and travel policy compliance.
Process and track purchasing transactions, reimbursements, travel requests, and procurement documentation processes for NIAE projects and programs.
Coordinate with purchasing, disbursements, and finance offices to resolve transaction issues.
Track outstanding expenses and ensure timely processing of financial activity.
Order and track orders related to materials and supplies as needed for NIAE projects.
Assist with scheduling and prepping meetings, room reservations, booking travel, coordinating events, and special projects in support of the NIAE mission.
Assist with reconciliation of grant accounts in university financial systems and project management tools (Workday, Monday, etc.).
Maintain organized documentation for compliance, reporting, and audit purposes.
Assist with subaward, contractor, and other tracking and documentation when applicable.
Support preparation for audits, site visits, and internal reviews.
Participate in staff meetings, training, and process improvement initiatives.
Complete trainings and other professional development tasks, as needed.
Other duties as assigned.