Administrative Assistant 3 - Undergraduate Research

Nevada System of Higher Education•Reno, NV

5d•Onsite

About The Position

The University of Nevada, Reno is seeking an Administrative Assistant 3 to support Undergraduate Research (UR). This position provides full-time administrative, financial and operational support and works closely with the Director of Undergraduate Research to help coordinate programs, student awards, and the day-to-day activities of the office. Under general supervision of the Director, the Administrative Assistant supports undergraduate research funding opportunities and student awards by coordinating proposal review processes, preparing correspondence, and maintaining records, and responding to questions from students, faculty, and others about UR programs. Through these activities, the Administrative Assistant helps ensure undergraduate students have access to meaningful research and scholarly opportunities. A significant portion of this position involves supporting UR events and outreach activities that highlight student research and scholarship, including poster sessions, seminars, symposia, and tabling events. Responsibilities include assisting with scheduling, managing registrations, coordinating travel arrangements, and preparing and distributing both physical and digital materials. The position helps coordinate logistics for events and field trips, supports program communications, and assists with background research and draft materials for assessment, scholarly publications and grant applications. The Administrative Assistant also manages a variety of financial and personnel-related processes, such as purchasing card transactions, invoices, expense reports, grant-related paperwork, student onboarding materials, and tracking student payroll, in accordance with university, state, and federal requirements. In addition, the role provides day-to-day administrative support to the Director and program coordinators, which requires staying organized, managing multiple tasks at once, handling information with discretion, and communicating clearly to support scheduling, records management, reporting, inventory tracking, and general office operations.

Requirements

Graduation from high school or equivalent education.
Three (3) 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 (1) year of experience as an Administrative Assistant II in Nevada State service.
OR An equivalent combination of education and experience as described above.

Responsibilities

Coordinating proposal review processes for undergraduate research funding opportunities and student awards.
Preparing correspondence and maintaining records related to UR programs.
Responding to questions from students, faculty, and others about UR programs.
Assisting with scheduling, managing registrations, and coordinating travel arrangements for UR events and outreach activities.
Preparing and distributing physical and digital materials for events.
Coordinating logistics for events and field trips.
Supporting program communications.
Assisting with background research and draft materials for assessment, scholarly publications, and grant applications.
Managing purchasing card transactions, invoices, expense reports, and grant-related paperwork.
Handling student onboarding materials and tracking student payroll.
Providing day-to-day administrative support to the Director and program coordinators.
Managing multiple tasks, handling information with discretion, and communicating clearly.
Supporting scheduling, records management, reporting, inventory tracking, and general office operations.