Administrative Assistant 4, College of Sciences Dean’s Office [R0152587]

University of Nevada Las Vegas•Las Vegas, MD

9d•Onsite

About The Position

The University of Nevada, Las Vegas (UNLV) is seeking an Administrative Assistant 4 for the College of Sciences Dean’s Office. This position is 100% In-Person at the UNLV Maryland campus. The successful candidate will provide administrative assistance for all faculty in the College with grant funding, including pre- and post-award finance and HCM support, expense reconciliation, budget reviews and amendments, and hiring temporary employees. Responsibilities include the preparation and submission of visa documents for grant and program funded foreign researchers, Letter of Appointment contracts, and hiring/terming temporary workers. The role may involve working in other College units during staff absences, acting as Office Manager and Liaison for the Department Chair/School Director, and facilitating communication between various university offices. The position requires proficiency in Workday, MyUNLV, Archibus, MS Office, and SalesForce. The Administrative Assistant will analyze and reconcile data to prepare reports and spreadsheets on enrollment trends and financial data for forecasting needs. They will also train other administrative staff and students in front office operations. Additionally, the role involves purchasing and accounting for departments within the College of Sciences, adhering to UNLV Purchasing and Accounts Payable guidelines, and monitoring and analyzing departmental program accounts. Expense reconciliation and reassignment, including determining the appropriateness of expenditures for various fund types, will also be a key responsibility.

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.
Proficiency in Workday, MyUNLV, Archibus, MS Office, SalesForce.

Nice To Haves

Prior experience working in higher education
Ability to multi-task and work in a dynamic, fast-paced environment
Experience in Workday, PeopleSoft, Microsoft Word, Excel, PowerPoint
Project management experience
Documented ability to learn new software systems
Supervisory experience

Responsibilities

Provide administrative assistance for all faculty in the College with grant funding, including pre- and post-award finance and HCM support, expense reconciliation, budget reviews and amendments, and hiring temporary employees.
Prepare and submit visa documents for grant and program funded foreign researchers to the Office of International Student and Scholar Compliance.
Prepare and submit Letter of Appointment contracts and hiring/terming temporary workers as needed.
May work in other College units during major staff absences and/or deficiencies, acting as Office Manager and Liaison for the Department Chair/School Director.
Facilitate communication for the Chair/Director between the College of Sciences, HR, Payroll, Student Enrollment Services, Office of the Registrar, Office of International Student and Scholar Compliance, Graduate College, VPR Office and Provost's Office.
Analyze and reconcile data to prepare reports and spreadsheets on enrollment trends, financial date, and other useful documents for use in forecasting enrollment and financial needs of the unit.
Train other classified administrative staff and students in the effective operations of the front office.
Handle purchasing and accounting for departments within the College of Sciences, requiring knowledge of all UNLV Purchasing and Accounts Payable guidelines.
Monitor and analyze departmental program accounts.
Perform expense reconciliation and reassignment, independently determining appropriateness of expenditures for state, special fee, non-state, gift, and grant funds.