Administrative Assistant 4 - Workforce, Career & Technical Education

Nevada System of Higher Education•Carson City, NV

9d•$50,154•Onsite

About The Position

The Administrative Assistant 4 position provides administrative support to the Workforce, Career & Technical Education (WCTE) division. This requires an understanding of various industry sectors and their associated requirements and operations, as well as the ability to provide support, develop networks and maintain relationships with student populations, faculty, industry partners, state and accrediting agencies, the general public and other stakeholders. It is imperative that the position provides consistent, quality, and timely support of the division to ensure that WNC meets industry standards, maintains credibility, and continues to provide evolving educational services that align with the changing educational and workforce demands.

Requirements

Graduation from high school or equivalent education and four (4) 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
One (1) year of experience as an Administrative Assistant III in Nevada State service
An equivalent combination of education and experience as described above.

Responsibilities

Management of the division office
Coordinate division communications via email, telephone, Zoom and other media, ensuring that appropriate parties are included.
Manage day to day division operations and events, student worker schedule and supervision, Teaching Assistant schedule and tracking, and division calendars.
Receive, sort and distribute divisional mail and pertinent emails.
Maintain relationship with partner organization contacts, community/government agencies, and industry partners as appropriate to division operations.
Lead development, documentation, review and implementation of division procedures and processes, ensuring compliance with NSHE, institution and other applicable regulations/requirements
Serve as liaison for the division regarding agency activities, operations and programs
Provide comprehensive clerical support for the Division Leader and others, as assigned
Organize, schedule, and manage faculty and divisional meetings including tracking and archiving minutes
Organize, coordinate, support and attend division hosted events and meetings, as well as events in which the division participates, and develop/maintain processes and records (ie. CTSO competitions, career fairs, award/recognition events, tours, etc.)
Act as “first line” support and intervention for division equipment (printers, laptop access, loaned equipment, office supplies, etc.).
Assist clubs and club advisors with the procedures for organizing and conducting events, fundraising activities, and team travel including protocols for booking airline and hotel reservations and submission of receipts for reimbursement.
Submit and track various forms and processes required/needed by other departments on behalf of the division faculty and staff including but not limited to: Human Resources, Facilities, Business Office, Computing Services
Maintain efficient recordkeeping systems to include compliance, scheduling requests, certifications, contracts, training, technology, membership, and any other items of concern for the department
Contribute to the division and WNC institutional shared governance by participating in ongoing ad hoc committees, search committees, division assistant meetings, and all college meetings and events as deemed necessary
Update WCTE webpages with current information, revised forms and updated materials for each course/program
Budget monitoring, accounts maintenance, and purchasing:
Monitor, track, reconcile and complete related budget activities for all division accounts to include lab accounts, state accounts, and grants (revisions, amendments, transfers, JVs, etc.)
Autonomously determine account usage and spending classification according to WNC and NSHE policies and procedures
Collaborate with the CFO office, division leader, other departments and college stakeholders in the development of consistent processes and procedures for budgets, tracking, expenditures, and reporting
Coordinate the annual budget planning process, providing documentation and recommendations to inform FY planning to include forecasting budget needs, preparing reports, and preparing budget requests, including justification
Ensure division meets all budget timelines and deadlines
Conduct payroll processes to include Period Activity Pay, monitor/reconcile/track instructor budgets, and coordinate processing activities
Manage the division’s expenditures to include ordering program supplies and equipment, submit requisitions, close purchase orders, and verify pcard transactions
Initiate, organize and coordinate travel arrangements, claims, and reimbursements and complete clerical accounting processes for spend authorizations and expense reports in Workday.
Adhere to and enforce all purchasing card requirements, NSHE and institution fiscal requirements.
Academic Affairs Support
Work with the Division Leader on special projects to include research, interpreting materials, summarizing, compiling, organizing, and preparing materials
Manage the division portion of recruiting, hiring, onboarding, and offboarding processes for academic and administrative faculty, part‐time instructors (LOA’s), and hourly employees in coordination with HR
Manage the division portion of payroll functions including monitoring time (TAs) and, entering, reviewing, verifying, and correcting Period Activity Pay
Collaborate with faculty and Division Leader to develop and implement teaching assistant planning and scheduling
Hire, schedule, supervise and evaluate student workers
Provide professional program support to include, but not limited to scheduling, staffing records, identify instructors, contracts, compliance, program tracking, etc.
Provide student support to include documentation, forms, eligibility requirements, inquiries, illness/injury reporting, etc.
Interpret and explain policies and procedures to division faculty and staff to ensure accurate completion of tasks to promote a positive and productive culture and work environment.
Support, maintain, and build relationships through communications and partnerships
Other duties as assigned.

Benefits

Retirement – Public Employees’ Retirement System of Nevada (PERS)
Health insurance options including dental, vision and life insurance
Voluntary supplemental retirement plans, both pre-tax and Roth options available (403b, 457b plans)
Generous annual leave (15-days annually), sick leave (15-days annually), 12 paid holidays
The WNC Fitness Center offers free Faculty and Staff memberships
Workers’ compensation is paid 100% by the employer.
ComPsych our Employee Assistance Program offers resources and assistance to Faculty and Staff
Discounted WNC Staff rates for our Child Development Center
Voluntary benefits including: accident, disability, legal services, and more
Free parking
No State income tax!
Reduced-rate tuition benefit to faculty and qualified dependents
Classified employees can take up to six credits per semester at a reduced rate.
Classified Family Grant-in-Aid for spouses, domestic partners, and dependents of classified employees (working at least a 50% full-time equivalent).