Administrative Assistant II, Site Administration (Mesquite & Moapa Valley Center)

Nevada System of Higher Education

13d

About The Position

The Administrative Assistant II provides essential administrative and student support to the College of Southern Nevada’s Mesquite and Moapa Valley Center sites. The position serves as a primary point of contact for students, faculty, staff, instructors, visitors, and community members, helping them access college programs, registration, enrollment, placement testing, financial aid, student services, and other resources. The role explains established CSN and NSHE policies, procedures, requirements, and deadlines, referring complex or specialized matters to the appropriate department or resource. The position coordinates academic and campus operations, including course and classroom logistics, room scheduling, instructor needs, testing services, meetings, events, student activities, and outreach. It processes and maintains administrative, student, financial, purchasing, and program records and documentation, and assists with budget tracking, purchasing requests, invoices, and related documentation. It also prepares communications and informational materials such as correspondence, reports, forms, flyers, resource guides, and website content. The successful employee maintains working relationships with CSN departments and external stakeholders, provides professional and student-centered customer service, and organizes multiple responsibilities in a small-campus environment. The position may identify and resolve routine and moderately complex issues, provide training or coordination to student employees and support personnel as assigned, and travel between campus and Center locations as needed. The Center operates Monday through Friday between 8:30 a.m. and 5:30 p.m., with schedule adjustments as needed, including occasional evening shifts when classes are in session and occasional evening or weekend community events. This position is contingent upon ongoing and available funding.

Requirements

High school graduation or equivalent education and two years of clerical and administrative support experience, including experience in one or more of the following: maintaining records, answering telephones, or reviewing forms, documents, and other written materials; OR one year of experience as an Administrative Assistant I in Nevada State service; OR an equivalent combination of education and experience.
Working knowledge of administrative support functions.
Working knowledge of agency mission, functions, programs, activities, operating policies, eligibility requirements, and applicable regulations and policies related to assigned programs.
Working knowledge of state regulations and requirements related to purchasing, budget preparation and maintenance, and personnel administration.
General knowledge of financial and statistical recordkeeping methods.
Ability to provide administrative support to agency or program staff and managers and apply complex agency or program regulations, requirements, and policies to specific situations.
Ability to receive, review, and process documents according to established guidelines, policies, regulations, and timelines.
Ability to type, format, and produce technical documents using a personal computer and appropriate word-processing, spreadsheet, or database-management software.
Ability to establish, organize, and maintain complex filing systems, including indexed and cross-referenced materials.
Ability to organize clerical assignments and establish appropriate timelines.
Ability to communicate effectively orally and in writing.
Ability to arrange and schedule meetings and appointments, prepare agendas, and take meeting minutes.
Ability to train and supervise subordinate staff as assigned.
Ability to compile, organize, and summarize data for reports.
Knowledge, skills, and abilities required at lower administrative assistant levels.

Nice To Haves

Experience providing administrative or student support in a college, university, K–12, public agency, or similarly complex organization.
Experience assisting students, customers, or members of the public with applications, enrollment, registration, financial aid, testing, or other services that require explaining policies and procedures.
Experience interpreting and explaining institutional policies, procedures, regulations, requirements, or deadlines to students, customers, employees, or other members of the public.
Experience working independently in a small campus, satellite location, branch office, or similarly multi-functional environment while managing multiple priorities and responsibilities.
Experience coordinating courses, classrooms, meetings, events, testing services, schedules, or other activities involving multiple logistical requirements.
Experience maintaining confidential student, personnel, financial, or administrative records and files.
Experience processing or reviewing administrative, purchasing, financial, or other transactions using an enterprise system, database, or other computerized information system.
Experience using Microsoft Office 365 or similar applications to prepare correspondence, reports, spreadsheets, presentations, forms, flyers, or other professional materials.
Experience maintaining website content, digital resources, social media, or other public-facing communications.
Experience working with a diverse or multicultural student body, workforce, or community.
Experience developing and maintaining working relationships with schools, community organizations, businesses, workforce partners, or other external stakeholders.
Experience providing training, direction, or coordination to student employees or other support staff.

Responsibilities

Provide administrative and student support at the Mesquite Center and serve as a primary point of contact for students, faculty, staff, instructors, visitors, and community members.
Assist with questions about college programs, registration, enrollment, placement testing, financial aid, student services, and other college resources.
Interpret and explain established CSN and NSHE policies, procedures, requirements, and deadlines, and refer complex matters to appropriate departments or resources.
Coordinate course and classroom logistics, room scheduling, instructor needs, testing services, meetings, events, student activities, outreach activities, and other Center functions.
Process, review, and maintain administrative, student, financial, purchasing, and program records and documentation, ensuring accuracy, confidentiality, and compliance with policies and timelines.
Assist with budget tracking, purchasing requests, invoices, and related financial and purchasing documentation; review information and identify discrepancies or missing information.
Prepare and maintain correspondence, reports, forms, flyers, resource guides, website content, and other communications and informational materials.
Establish and maintain working relationships with CSN departments, faculty and staff, local schools, community organizations, workforce partners, businesses, and other stakeholders.
Organize and prioritize multiple responsibilities, anticipate student and operational needs, and resolve routine and moderately complex issues within established policies and procedures.
Provide training, direction, or coordination to student employees and other support personnel as assigned.
Travel between CSN campus and Center locations as needed to support operations, attend meetings or training, deliver or retrieve materials, and provide other assigned support.
Arrange and schedule meetings and appointments, prepare agendas, and take meeting minutes.
Compile, organize, and summarize data for reports.
Maintain complex filing systems and organize clerical assignments and timelines.