Administrative Assistant 3, Department of Management and Entrepreneurship, Lee Business School [R0150756]

Nevada System of Higher Education•Las Vegas, NV

2d•$46,207•Onsite

About The Position

The Administrative Assistant for the Management & Entrepreneurship Department serves as the operational backbone of the Department and a trusted partner to the Department Chair, faculty, graduate program leadership, and students. This role is highly hands-on and responsible for managing the day-to-day administrative, financial, scheduling, personnel, and operational functions that keep the Department running smoothly. This position is not limited to general clerical support. The Administrative Assistant actively manages departmental business processes using university systems such as Workday and MyUNLV and serves as the primary point of coordination for academic scheduling, part-time instructor hiring, financial tracking, faculty support, and departmental communications. Key aspects of the role include: Financial & Workday Responsibilities Create and submit expense reports in Workday. Reconcile and approve departmental PCard transactions. Monitor departmental accounts and track expenditures. Process travel authorizations and reimbursements for faculty and visitors. Assist with budget tracking and prepare financial summaries for the Chair. Enter financial transactions and maintain accurate account records. Academic & Scheduling Support Enter and maintain the Department’s academic schedule in MyUNLV. Coordinate course scheduling, classroom assignments, and resolve time/room conflicts with the Registrar. Collect syllabi, textbook information, and instructor documentation. Communicate scheduling updates and academic deadlines to faculty. Personnel & Hiring Administration Process hiring paperwork for Part-Time Instructors (PTIs), Graduate Assistants (GAs), and Faculty Assistants (FAs). Prepare employment documents in compliance with university, state, and federal guidelines. Coordinate onboarding logistics, including keys, electronic card access, and workspace setup. Assist with visa-related documentation for visiting or international faculty. Support supervision and coordination of graduate assistants. Chair & Faculty Support Manage the Chair’s office workflow, screen calls and visitors, and prioritize requests. Draft and edit correspondence on behalf of the Chair. Compile reports and data for accreditation (e.g., AACSB), university reporting, and departmental planning. Support faculty with operational needs including travel, licensing, procurement of teaching/research materials, and classroom access. Student & Program Support Assist students with enrollment questions, internship documentation, transfer credit requests, and program-related forms. Monitor and respond to the departmental email account. Serve as a knowledgeable resource for degree requirements and department procedures. Operations & Event Coordination Coordinate faculty meetings, orientations, advisory board meetings, and department events. Arrange travel, parking, catering, and reimbursements for speakers and candidates. Order and maintain office supplies, swag, and equipment. Submit facilities and maintenance requests; coordinate office moves and room scheduling. Order and track keys and building access. Communications & Outreach Maintain contact lists for alumni, employers, and advisory board members. Assist with departmental website updates and social media coordination. Serve as liaison between the Department and other Lee Business School and UNLV offices (Dean’s Office, Graduate College, Registrar, Foundation, etc.). Work Environment & Expectations This role requires strong organizational skills, attention to detail, and the ability to manage multiple competing deadlines. The Administrative Assistant regularly balances financial processing, academic scheduling timelines, faculty needs, and student requests simultaneously. The position requires sound judgment, discretion with confidential information, and the ability to independently interpret university policies and procedures. The successful candidate will be proactive, solutions-oriented, and comfortable navigating university systems while serving as a central communication hub for the Department. This position is considered essential and not eligible for a Flexible Work Schedule (FWS).

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.

Responsibilities

Create and submit expense reports in Workday.
Reconcile and approve departmental PCard transactions.
Monitor departmental accounts and track expenditures.
Process travel authorizations and reimbursements for faculty and visitors.
Assist with budget tracking and prepare financial summaries for the Chair.
Enter financial transactions and maintain accurate account records.
Enter and maintain the Department’s academic schedule in MyUNLV.
Coordinate course scheduling, classroom assignments, and resolve time/room conflicts with the Registrar.
Collect syllabi, textbook information, and instructor documentation.
Communicate scheduling updates and academic deadlines to faculty.
Process hiring paperwork for Part-Time Instructors (PTIs), Graduate Assistants (GAs), and Faculty Assistants (FAs).
Prepare employment documents in compliance with university, state, and federal guidelines.
Coordinate onboarding logistics, including keys, electronic card access, and workspace setup.
Assist with visa-related documentation for visiting or international faculty.
Support supervision and coordination of graduate assistants.
Manage the Chair’s office workflow, screen calls and visitors, and prioritize requests.
Draft and edit correspondence on behalf of the Chair.
Compile reports and data for accreditation (e.g., AACSB), university reporting, and departmental planning.
Support faculty with operational needs including travel, licensing, procurement of teaching/research materials, and classroom access.
Assist students with enrollment questions, internship documentation, transfer credit requests, and program-related forms.
Monitor and respond to the departmental email account.
Serve as a knowledgeable resource for degree requirements and department procedures.
Coordinate faculty meetings, orientations, advisory board meetings, and department events.
Arrange travel, parking, catering, and reimbursements for speakers and candidates.
Order and maintain office supplies, swag, and equipment.
Submit facilities and maintenance requests; coordinate office moves and room scheduling.
Order and track keys and building access.
Maintain contact lists for alumni, employers, and advisory board members.
Assist with departmental website updates and social media coordination.
Serve as liaison between the Department and other Lee Business School and UNLV offices (Dean’s Office, Graduate College, Registrar, Foundation, etc.).