Administrative Assistant II - Campus Events

Nevada System of Higher Education • Charleston, SC

2d

About The Position

Under direct supervision, responsibilities include, but are not limited to: Perform a broad variety of Administrative Assistant support duties to include maintaining records, files, event orders, composing and editing correspondence and data entry information into reports and spreadsheets. Provide receptionist duties such as answering the phones, assisting callers, taking and delivering messages to staff members that can assist and if necessary, transfer caller to the appropriate department. Set up and prepare documents for meetings, taking and distributing minutes for review. Responsible for copying and distributing information to department members as necessary. Also responsible for receiving, sorting, attaching documentation as warranted and distributing to appropriate staff. Exhibits the ability to take care of correspondence that does not need to be referred. Assist the Program Officer in reviewing and preparing applications for event requirements. Maintain financial responsibility for purchasing office supplies, event supplies purchased using the P-Card and ensuring that the appropriate codes have been assigned. Utilizing Workday to complete the appropriate forms to process Registration Fees, course fees, etc. requested by the Program Officer and Events Director. Receive, review, code and process a variety of clerical accounting documents to include invoices, claims, billing forms and other program materials as requested. Coordinate with the Program Officer utilizing 25Live System to ensure room assignments have been made, contact designated departments to coordinate event schedules, supplies needed and confirm their involvement and tasks for successful event completion. Notify Program Officer and/or Event Director of any requested changes and the outcome of the changes. Utilizing TMA, process work orders for any assistance needed from other CSN departments. Process work orders to accommodate event requests. Prepare and maintain inventory of the Department’s office supplies, equipment and maintain documentation and record keeping of inventory tags. Perform periodic physical inventory to reconcile agency records with the State Purchasing Department Fiscal Inventory. Complete the appropriate forms for submittal to Purchasing when disposing of equipment no longer being utilized. Annually submit reminders to Events Director of upcoming Personnel Evaluations. Provide supplemental documentation or forms upon request. Provide reports to the Events Director of any upcoming staff development courses that are needed for Department staff.

Requirements

• Graduation from high school or equivalent education and two years of clerical and administrative support experience which included experience in one or more of the following areas: maintaining records and files; preparing a variety of materials using a personal computer or word processor; assisting customers in completing forms and applications; and/or performing secretarial duties in support of professional staff; OR one year of experience as an Administrative Assistant I in Nevada State service; OR an equivalent combination of education and experience as described above.
• Resume - List a detailed description of the major duties that you performed as part of each job. You must demonstrate that you qualify for the position and your education and experience must be clearly documented.
• Cover letter.

Nice To Haves

• Unofficial College Transcripts (optional) - If you have not graduated, please attach your transcripts to receive education credit for classes you have taken. Credit is given for classes relevant to the job posting.

Responsibilities

• Perform a broad variety of Administrative Assistant support duties to include maintaining records, files, event orders, composing and editing correspondence and data entry information into reports and spreadsheets.
• Provide receptionist duties such as answering the phones, assisting callers, taking and delivering messages to staff members that can assist and if necessary, transfer caller to the appropriate department.
• Set up and prepare documents for meetings, taking and distributing minutes for review.
• Responsible for copying and distributing information to department members as necessary.
• Also responsible for receiving, sorting, attaching documentation as warranted and distributing to appropriate staff.
• Exhibits the ability to take care of correspondence that does not need to be referred.
• Assist the Program Officer in reviewing and preparing applications for event requirements.
• Maintain financial responsibility for purchasing office supplies, event supplies purchased using the P-Card and ensuring that the appropriate codes have been assigned.
• Utilizing Workday to complete the appropriate forms to process Registration Fees, course fees, etc. requested by the Program Officer and Events Director.
• Receive, review, code and process a variety of clerical accounting documents to include invoices, claims, billing forms and other program materials as requested.
• Coordinate with the Program Officer utilizing 25Live System to ensure room assignments have been made, contact designated departments to coordinate event schedules, supplies needed and confirm their involvement and tasks for successful event completion.
• Notify Program Officer and/or Event Director of any requested changes and the outcome of the changes.
• Utilizing TMA, process work orders for any assistance needed from other CSN departments.
• Process work orders to accommodate event requests.
• Prepare and maintain inventory of the Department’s office supplies, equipment and maintain documentation and record keeping of inventory tags.
• Perform periodic physical inventory to reconcile agency records with the State Purchasing Department Fiscal Inventory.
• Complete the appropriate forms for submittal to Purchasing when disposing of equipment no longer being utilized.
• Annually submit reminders to Events Director of upcoming Personnel Evaluations.
• Provide supplemental documentation or forms upon request.
• Provide reports to the Events Director of any upcoming staff development courses that are needed for Department staff.

Benefits

• The College of Southern Nevada offers a competitive benefits package, including an excellent PERS retirement plan (a defined benefit plan), generous vacation & sick benefits, 11 paid holidays, educational benefits, and a choice between three health insurance plans that can be supplemented with flexible spending accounts or health savings accounts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees