Administrative Assistant III - Disability Resources Center/Counseling & Psychological Services

Nevada System of Higher Education • North Las Vegas, NV

1d • Onsite

About The Position

The Administrative Assistant III will report to the Director of DRC (Disability Resource Center)/ Counseling & Psychological Services (CAPS) located at the North Las Vegas CSN campus. The Administrative Assistant III has the responsibility of providing administrative support within the (DRC) department and provides administrative support Counseling and Psychological Services (CAPS) as assigned. The Administrative Assistant III will support the Director in managing departmental needs, addressing complaints related to services, and aiding departmental administrative assistant teams across all campuses. This position is primarily in-person with expectations for a regular on-campus presence to support student-facing operations and team leadership.

Requirements

• Must maintain consistent and reliable attendance.
• Must possess excellent written, oral and interpersonal communication skills with a demonstrated dedication to customer service.
• Proactive problem-solving skills and ability to work in a high-traffic, fast-paced environment where deadlines are respected.
• Demonstrated experience/aptitude to quickly learn and retain institutional knowledge.
• Proven knowledge of the application Microsoft Teams, WebEx, Adobe Acrobat, MyCSN, WorkDay, and FindTime Poll.
• Proven organizational and time management skills.
• Proven experience dealing with confidential and sensitive information.
• Able to utilize empathy, active listening, and de-escalation skills in working with students in distress.
• Maintain confidentiality and exercise sound judgment when handling sensitive student, personnel, fiscal, and departmental information.
• Graduation from high school or equivalent education and three years of progressively responsible relevant work experience which included experience in one or more of the following areas: maintenance of complex records and files; public/customer relations including explaining detailed policies, regulations and requirements; preparation and processing of financial and statistical documents such as payroll, travel, claims and budgeting forms; and assisting staff and management with projects and activities; OR one year of experience as an Administrative Assistant II in Nevada State service; OR an equivalent combination of education and experience.

Nice To Haves

• 2 years of higher education or Associate’s degree.
• Proven experience working with HIPAA, FERPA or similar federal, state, or local mandates.
• Previous experience with case management software and/or student information systems.
• Experience working with diverse College Students population.
• Proficient in Workday.
• Experience supporting budgets, purchasing, travel, scheduling, and administrative operations.
• Become proficient in database systems such as Workday, MyCSN Canvas, MyCoyotePlan, , 25Live, AIM DRC, Titanium and any other software that supports the department.

Responsibilities

• Assist Director with Special Events and projects for the department, including preparing detailed college reports, assisting with events including Workshops, Orientations, and other Student Affairs events as requested.
• Support departmental operations by coordinating meetings, managing correspondence, maintaining calendars, and assisting with complex administrative projects.
• Gather, organize, maintain, and compile records, reports, statistical data, and program documentation supporting departmental operations and objectives.
• Oversee and advise the department's management on financial budgets, assist in the development of budget plans by gathering information to support projected spending, department accounts, and identify any unusual spending trends.
• Handle financial documents, including contracts, operating expenses, travel costs, and staff development needs for the department; maintain and monitor with departmental budgets, balances, P-Card transactions, and reconciliations; approve spending within clearly defined areas of responsibility and within spending limits set by regulations.
• Coordinate and support Disability Resource Center (DRC) testing operations, including exam administration, proctoring, secure handling of testing materials, maintenance of testing records, implementation of testing procedures, and training of student workers and Accommodation Service Providers.
• Monitor testing operations to ensure consistency, confidentiality, academic integrity, and compliance with approved accommodations and departmental procedures.
• Provide lead direction and support to DRC student workers, part-time service providers, and temporary staff; assist with training, workflow coordination, scheduling, onboarding, performance monitoring, and day-to-day operational support.
• Oversee maintenance of office equipment, coordinate with vendors regarding office supplies and services, and organize, prioritize, and coordinate daily office operations.
• Manage complex confidential interactions with care and professionalism.
• Foster positive interactions when responding to calls from the department, in-person requests, and written communications.
• Deliver and clarify information on DRC/CAPS programs, including relevant rules, regulations, guidelines, policies, and procedures.
• Answer inquiries for information and distribute materials to relevant parties, either through established lists or as needed.
• Handle the most intricate tasks, keep the director and department's calendars, and other tasks that support program and college operations.
• Gather, organize, oversee, and keep records, reports, compile statistical data, and manage program and departmental objectives.
• Complete projects as directed, keep records, materials, and provide up-to-date and accurate information to ensure the smooth running of events, including publicity releases, website updates, hosting, and other services.
• Advise and assist with financial processes related to contracts, operating expenses, travel costs, and staff development needs for the department; monitor departmental budgets, balances, P-Card transactions, and reconciliations to ensure accuracy and appropriate account usage; and provide guidance on spending within established areas of responsibility and applicable regulations.
• Assist and organize policies and procedures, program execution, and the department's strategic plan; establish DRC office practices, prioritize daily DRC office activities, maintain a desk manual, and manage the office's operations by implementing established procedures.
• Oversee the supervision part-time staff and student workers, train and evaluate the performance of assigned personnel, and offer assistance and resolve issues referred by lower-level staff or the supervisor.
• Assist with the onboarding, scheduling, and training along with, coordinating and supporting DRC testing operations, including exam administration, proctoring, secure handling of testing materials, maintenance of testing records, implementation of testing procedures, and training of student workers and accommodation service providers.
• Manage incoming and outgoing correspondence via DRC email.
• Manage and maintain the upkeep of office equipment, interact directly with suppliers for office supplies, and conduct an annual program inventory of assets.
• Travel to and from CSN campuses, attend meetings, conferences, workshops, and interact with local merchants to purchase and receive supplies, goods, and services as necessary.

Benefits

• 19.25% PERS retirement plan (a defined benefit plan)
• vacation & sick leave benefits
• 12 paid holidays
• educational benefits
• health insurance plans that can be added with flexible spending accounts or health savings accounts
• Supplemental options (long term care, short term disability, and legal)
• Tuition discounts at the Nevada System of Higher Education (NSHE) institutions
• Tuition discounts for spouses, domestic partners, and dependents
• Perks encompassing on campus employee discounts, professional and personal development opportunities; and statewide employee purchase programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED