Administrative Assistant 3 - TRIO Upward Bound and Upward Bound Math Science

Nevada System of Higher Education • Reno, NV

2d • Onsite

About The Position

The University of Nevada, Reno is recruiting for an Administrative Assistant 3 to support the federally funded TRIO Upward Bound and Upward Bound Math Science (UB/UBMS) programs. This position does not provide layoff rights and is contingent upon funding. The Administrative Assistant 3 serves as the primary administrative, fiscal, human resources, and operational support professional for the three Upward Bound and one Upward Bound Math Science Programs. This position provides comprehensive support for four federal grants and serves as a key resource for department leadership, staff, students, families, university partners, and external stakeholders. Under general supervision, the Administrative Assistant 3 independently coordinates fiscal transactions, purchasing, travel, payroll support, human resources processes, records management, compliance documentation, and office operations. The position exercises considerable independent judgment in interpreting and applying university, state, federal, and grant regulations while ensuring efficient operations and compliance across multiple grant-funded programs.

Requirements

• Graduation from high school or equivalent education and 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.

Nice To Haves

• Candidates with an Associate's or Bachelor's degree in Business Administration, Public Administration, Higher Education, Accounting, Human Resources, or a related field and relevant experience are encouraged to apply.

Responsibilities

• Monitor departmental budgets, expenditures, and account balances.
• Process purchase orders, supplier invoices, journals, budget revisions, and accounting adjustments.
• Coordinate travel authorizations, reimbursements, and expense reporting.
• Assist with budget development, projections, and financial reporting.
• Support hiring managers throughout recruitment and onboarding processes.
• Process personnel transactions including hires, rehires, and separations.
• Train and supervise assigned student employees or support staff as assigned.
• Serve as the primary point of contact for department operations.
• Coordinate calendars, meetings, events, and departmental communications.
• Maintain confidential records and documentation.
• Respond to inquiries from students, families, school personnel, and community partners.
• Assist with Annual Performance Reports (APR), continuation reports, grant proposals, and federal reporting requirements.
• Coordinate data collection and record maintenance for compliance, audits, and program evaluation.
• Maintain working knowledge of TRIO regulations and program requirements.
• Assist with program events, conferences, workshops, and student activities.

Benefits

• Employees are enrolled in The Public Employees’ Retirement System of Nevada (PERS) upon hire.
• Health insurance options including dental and vision
• Life insurance, generous annual and sick leave
• E. L. Wiegand Fitness Center offers annual or semester memberships and spouse/domestic partner membership options.
• Mountain EAP supports employees (and eligible dependents) through life's difficult moments.
• Staff Employees’ Council (SEC) represents all Classified employees.
• SEC Grants-in-aid for Classified Employees
• Tuition is paid in full when Classified employees enroll in a course that can apply toward the completion of a degree or is job-related.
• The University offers this program for spouses, domestic partners, and dependents of Classified employees (working at least 50%).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED