Administrative Assistant 4, School of Nursing [R0152137]

University of Nevada Las Vegas•Las Vegas, MD

7d•$50,154•Onsite

About The Position

The University of Nevada, Las Vegas (UNLV) School of Nursing is seeking an Administrative Assistant IV to provide comprehensive support to Department Chairs and the Associate Dean of Finance and Administration (ADFA). This role involves assisting with course scheduling, faculty assignments, budget management, faculty evaluations, travel arrangements, new faculty orientation, and recruitment activities. The position requires maintaining secure filing systems, processing reimbursements, and ensuring compliance with university policies and procedures. The Administrative Assistant IV will also collaborate with campus departments on space policies and assist with the hiring and onboarding of part-time instructors, ensuring clinical compliance and up-to-date licensing for teaching faculty and nursing staff. Additionally, the role supports faculty researchers by securing materials and tracking grant and award funding.

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.
Support diversity, equity, and inclusiveness and contribute to a respectful, positive work environment.
Use Campus Values to guide decisions and actions and demonstrate Rebel spirit.
Submit a letter of interest (cover letter) and a detailed resume listing qualifications and experience.
If a veteran, attach DD-214 or other applicable official documentation to application as evidence of Veterans or Disabled Veteran’s status.
Attach ALL documents in the CV/Resume attachment section when applying.
Applicants should fully describe their qualifications and experience, with specific reference to each of the minimum and preferred qualifications.
The resume must have a detailed description of the major duties that you performed as a part of each job; applicants must demonstrate that they qualify for this position.
Education (including High School) and experience must be clearly documented.
Application must be complete.
Evidence of a valid driver's license will be required at the time of employment and as a condition of continued employment (for positions that require driving).

Responsibilities

Assist Department Chairs by submitting requested course times/days/and rooms to university scheduling coordinator.
Disseminate semester schedule to faculty as requested by Department Chairs.
Assist Department Chairs in coordinating faculty-teaching assignments.
Assist the ADFA with all schedules for the School of Nursing, reports, work with faculty and assist with finalizing evaluations.
Compile statistics and provide reports as requested by Chairs in order to assess and improve department functioning.
Collect and report faculty-teaching reassignments as requested by Department Chairs.
Maintain faculty leave records by entering all leave that occurs during break week (3x/year).
Maintain and monitor department accounts.
Provide budget information to Department Chairs regarding funds available, requested orders placed, invoices paid, and balance of each account.
Provide assistance with analyzing trends/historical data and/or projections to assist with these budgets.
Complete the effectiveness of teachers (evaluation) process on a semester basis; plan, organize, distribute, collect, and using computer and software program, summarize statistical data and present in numerical format for Department Chairs.
Maintain record of faculty annual evaluations.
Maintain a secure filing system compatible with the needs of the Physiological and Psychosocial Nursing Departments.
Maintain archive of documents necessary for the School of Nursing Assessment Report.
Compile data needed for travel costs associated with faculty travel.
Make travel arrangements to include: transportation, lodging, travel allowances, and follow-up travel claims.
Prepare all necessary paperwork according to the University's policies and procedures concerning travel.
Processes reimbursements for faculty travel as appropriate.
Assist Department Chairs with new faculty orientation.
Provide assistance to faculty regarding office and software requests.
Perform reception duties for Department Chairs, including setting up appointments, data input, and word processing.
Collaborate with campus departments and assist professional staff and faculty to create space policies for the school.
Oversee and track faculty travel fund use including creating and managing spreadsheets and records and work with the Director of Finance to report those uses and balances.
At the direction of the ADFA and the Director of Clinical Operations complete the hiring and onboarding process of all PTIs for the Department as well as tracking of all related financial aspects, also assist with ensuring all teaching faculty and nursing staff are clinically compliant and that licensing is up to date.
Work with faculty researchers to secure necessary materials, track accounting and expenditures on certain accounts including grant and award funding.
Organize and coordinate recruitment activities for faculty positions; work with the Director of Marketing and Communications to distribute recruitment announcements; compile and organize information provided by applicants provide administrative support to the search committee.