Administrative Assistant 4, IT & Facilities, Division of Philanthropy and Alumni Engagement [R0150409]

Nevada System of Higher Education•Las Vegas, NV

About The Position

The main purpose of this AA position is to provide administrative, contracting, clerical, on site troubleshooting, invoicing and billing support to the Director and the Associate Director of IT and Facilities Administration and staff. This position serves as the 'face of Philanthropy and Alumni Engagement' with the having the first interaction and often initial first impression with donors, employees, students, and public officials, both in person and on the phone. This position answers the phone, serves as a call center, greets visitors to the Foundation building, and troubleshoots problems at the front desk. New to this position are the creation of event contracts, deposit invoices, and final invoices, as well as billing those in workday and completing workday journal transactions. This position will also have ownership and accountability for the upkeep and compiling of our event records to make the billing process more effective and efficient. We are also adding the responsibility of handling donor/client issues and being frontline resolution support before escalation. This position is responsible for maintaining and tracking inventory and procuring office supplies, and for ordering personalized stationery products for the Division of Philanthropy and Alumni Engagement (inclusive of multiple departments in 2 physical buildings, Foundation and TAM). New to this position is to research and investigate issues and questions with outside vendors. This position will also be required to problem solve possible solutions before escalating to higher levels. This position manages the golf carts and assists in facility administration efforts and initiatives. Student schedules as well as event calendars are administered and monitored by this position. The person in this role will be responsible for maintaining multiple budgets, invoice creation, billing follow-up, and accounts payable processes, like check requests. This position will be supervising student worker positions, and be responsible for delegating projects as well as managing the student schedules, and training. This position will also work with the Director position in regards to yearly budgeting, investigating and researching outside vendor issues, and providing any other administrative needs. This position will help to develop fiscal, operational, and procedural plans. related to IT and facility administration. They will be responsible for revising and upkeeping the front desk manual and will work closely with the AD and Director on creating new policies and procedures as well as budget planning for the next fiscal year.

Requirements

Graduation from high school or equivalent education and four years of progressively responsible relevant work experience which included experience in one or more of the following areas: providing administrative/program support to professional staff and management; performing secretarial duties in support of a manager; coordinating communications between the manager, staff and program clientele; supervision of subordinate staff; researching information from internal and external sources; OR one year of experience as an Administrative Assistant III in Nevada State service; OR an equivalent combination of education and experience as described above.

Nice To Haves

Strong organizational skills
Attention to detail
Ability to work both independently, with minimum supervision, and collaboratively as an essential part of the administrative support team
Knowledge of Workday business process
Experience working with Microsoft Office (e.g. Word/Excel), Google products (e.g. Docs/Sheets/Gmail)
Communicate effectively in writing as appropriate for the needs of the audience
Speaking to others to convey information effectively and with courtesy

Responsibilities

Provide administrative, contracting, clerical, on site troubleshooting, invoicing and billing support to the Director and the Associate Director of IT and Facilities Administration and staff
Serve as the 'face of Philanthropy and Alumni Engagement'
Answer the phone, serve as a call center, greet visitors to the Foundation building, and troubleshoot problems at the front desk
Creation of event contracts, deposit invoices, and final invoices, as well as billing those in workday and completing workday journal transactions
Ownership and accountability for the upkeep and compiling of our event records to make the billing process more effective and efficient
Handling donor/client issues and being frontline resolution support before escalation
Maintaining and tracking inventory and procuring office supplies, and for ordering personalized stationery products for the Division of Philanthropy and Alumni Engagement
Research and investigate issues and questions with outside vendors
Problem solve possible solutions before escalating to higher levels
Manage the golf carts and assist in facility administration efforts and initiatives
Administer and monitor student schedules as well as event calendars
Maintain multiple budgets, invoice creation, billing follow-up, and accounts payable processes, like check requests
Supervise student worker positions, and be responsible for delegating projects as well as managing the student schedules, and training
Work with the Director position in regards to yearly budgeting, investigating and researching outside vendor issues, and providing any other administrative needs
Help to develop fiscal, operational, and procedural plans related to IT and facility administration
Responsible for revising and upkeeping the front desk manual and will work closely with the AD and Director on creating new policies and procedures as well as budget planning for the next fiscal year