Administrative Assistant 3, Office Manager, UNLV Honors College [R0153167]

University of Nevada Las Vegas•Las Vegas, MD

1d•Onsite

About The Position

This position serves as the Honors College Office Manager and provides administrative support for the Executive Assistant, Honors College (HC) leadership team, faculty, staff, and students. These duties are critical for unit operations, as the role involves professionally maintaining front desk operations in greeting students and guests, answering phone calls and emails, scheduling appointments for leadership, and channeling inquiries to the appropriate contact. Under the direction of the Executive Assistant, this position performs a variety of operational and administrative tasks including maintaining records and files, managing supply inventory, submitting work orders, maintaining room reservation calendars for the conference rooms and RLL 101, and overseeing expanded office suite spaces. Additionally, the position holds a P-Card to complete monthly purchasing reconciliations in Workday and assists with processing standard faculty and staff travel requests. The incumbent assists with academic course scheduling in MyUNLV for Spring, Fall, and Summer terms, assists with submitting and tracking curriculum proposals in Curriculog, creates seminar course descriptions for the website, and handles the sensitive distribution of scholarship, recruitment, acceptance, and probation or suspension letters. The position also provides routine administrative support for academic programs (such as Research and Creative Honors (RH)), including monitoring program communications, routing application documents, scheduling committee meetings, and coordinating correspondence and thank-you letter communications. The position also manages thesis printing and binding logistics and maintains student records in strict compliance with FERPA guidelines. Additionally, the Office Manager co-plans, organizes, and leads major Honors College events including Medallion Ceremonies, Kickball, Friendsgiving, Welcome Day/Rebel Ready Week, Athenaeums, and Midsemester Madness/Refresh Zone. Responsibilities include reserving on/off campus venues, coordinating food and vendor purchases, maintaining event budgets, updating shared X-drive files, and executing hands-on event setup, breakdown, and material transportation across campus utilizing hand carts and utility vehicles with golf cart training required. The position also assists with functional training, scheduling, and task delegation for front-desk student employees as hired.

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.
Golf cart training required.

Nice To Haves

Proficiency with MyUNLV or PeopleSoft for academic course scheduling
Experience with Workday for expense tracking, travel, and purchasing reconciliations
Prior administrative or office management experience in a higher education setting
Experience with Salesforce/Rebel Success Hub for student advising appointment scheduling
Demonstrated proficiency in Microsoft Office products, Adobe, shared network drives, and general office equipment
Strong interpersonal, verbal, and written communication skills with a customer-service orientation

Responsibilities

Professionally maintaining front desk operations in greeting students and guests, answering phone calls and emails, scheduling appointments for leadership, and channeling inquiries to the appropriate contact.
Maintaining records and files, managing supply inventory, submitting work orders, maintaining room reservation calendars for the conference rooms and RLL 101, and overseeing expanded office suite spaces.
Completing monthly purchasing reconciliations in Workday and assisting with processing standard faculty and staff travel requests.
Assisting with academic course scheduling in MyUNLV for Spring, Fall, and Summer terms.
Assisting with submitting and tracking curriculum proposals in Curriculog.
Creating seminar course descriptions for the website.
Handling the sensitive distribution of scholarship, recruitment, acceptance, and probation or suspension letters.
Providing routine administrative support for academic programs, including monitoring program communications, routing application documents, scheduling committee meetings, and coordinating correspondence and thank-you letter communications.
Managing thesis printing and binding logistics.
Maintaining student records in strict compliance with FERPA guidelines.
Co-planning, organizing, and leading major Honors College events including Medallion Ceremonies, Kickball, Friendsgiving, Welcome Day/Rebel Ready Week, Athenaeums, and Midsemester Madness/Refresh Zone.
Reserving on/off campus venues, coordinating food and vendor purchases, maintaining event budgets, updating shared X-drive files, and executing hands-on event setup, breakdown, and material transportation across campus utilizing hand carts and utility vehicles with golf cart training required.
Assisting with functional training, scheduling, and task delegation for front-desk student employees.