Administrative Assistant 3 - Office of New Student Initiatives and Fraternity and Sorority Life

Nevada System of Higher Education • Reno, NV

2d • Onsite

About The Position

The Office of New Student Initiatives (NSI) and Fraternity and Sorority Life (FSL) at the University of Nevada, Reno is seeking a dynamic, customer-service-oriented Administrative Assistant 3. The position provides administrative support to NSI and FSL and serves as the main point of contact in the front office. It is a key office-management role that supports a welcoming campus experience and helps students and families establish a connection and sense of inclusion with the university. The position supports departmental programs, personnel, project management, event planning, fiscal management, and logistics. It does not provide layoff rights and is contingent upon funding.

The role maintains registration systems and communications for more than 6,000 orientation participants; coordinates events, programs, and projects; manages daily office operations and records; supports personnel and student-worker processes; and maintains budgets, payments, purchasing cards, and related financial transactions.

The typical schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., subject to change based on organizational needs. The position is full-time (100% FTE).

Requirements

• High school graduation or equivalent education and three years of progressively responsible relevant work experience, including experience in one or more of the following: maintaining complex records and files; public/customer relations involving explanation of detailed policies, regulations, and requirements; preparing and processing financial and statistical documents such as payroll, travel, claims, and budgeting forms; or assisting staff and management with projects and activities.
• Alternatively, one year of experience as an Administrative Assistant II in Nevada State service, or an equivalent combination of education and experience as described above.
• Customer-service orientation, attention to detail, problem-solving ability, and ability to handle multiple responsibilities in a fast-paced environment are sought.

Nice To Haves

• Experience with Microsoft Office programs, including Outlook, Excel, PowerPoint, and Word.
• Experience with Slate and TDX programs.
• Experience in customer service, accounting and budget management, or supervising employees.
• Experience in health and human services, orientation, fraternity and sorority life, counseling services, police services, or similar areas.

Responsibilities

• Maintain the orientation registration management system and processes for more than 6,000 participants; collect orientation data and distribute reports to campus partners.
• Coordinate an integrated email and text communication plan for students and families across multiple orientation platforms, and respond to high volumes of registration-related calls and emails.
• Plan and organize recurring projects with campus partners; coordinate events with campus partners and vendors; and provide direct support for orientation Las Vegas fly-up and fly-down programs.
• Maintain and update program files, run reports, troubleshoot issues, and track logistical aspects of NSI and FSL programs.
• Manage daily operations of the NSI and FSL offices; staff the front desk and greet and direct visitors.
• Order supplies and equipment, track and maintain inventory, and provide customer-service and problem-solving support to students and guests.
• Prepare letters, reports, forms, memorandums, and other documents; maintain paper and electronic records related to office operations, budgets, travel, and other activities.
• Assist with managing and updating content for NSI web pages.
• Organize, coordinate, and assist with staff, faculty, and student-worker recruitment; manage student-worker hiring documentation and payroll; train, schedule, and supervise student staff; and assist with new-hire onboarding.
• Prepare, submit, reconcile, and encumber NSI, FSL, and Greek Councils budgets; manage registration and dues payments and refunds; manage purchasing cards and monitor spending; and handle travel requests and other financial transactions.

Benefits

• Enrollment in the Public Employees’ Retirement System of Nevada (PERS) upon hire.
• Health insurance options, including dental and vision insurance.
• Life insurance.
• Annual and sick leave.
• E. L. Wiegand Fitness Center annual or semester membership and family membership options.
• Mountain EAP counseling and advising services for employees and eligible dependents.
• Grants-in-aid covering tuition in full for classified employees taking qualifying job-related or degree-applicable courses at Nevada System of Higher Education institutions.
• Classified Employee Family Opportunity Program for eligible spouses, domestic partners, and dependents to take undergraduate and graduate state-supported courses.

What This Job Offers

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