Executive Assistant to the Vice Chancellor of Budget and Finance/Chief Financial Officer

Nevada System of Higher Education

3d • Onsite

About The Position

The Nevada System of Higher Education (NSHE) invites applications and nominations for the position of Executive Assistant to the Vice Chancellor of Budget and Finance/Chief Financial Officer. This is a renewable, full-time, non-tenured, administrative position and reports to the Vice Chancellor of Budget and Finance/Chief Financial Officer. The position will be located in Reno, Nevada.

The NSHE is comprised of eight institutions: three universities, four community colleges and a research institute. The public system of higher education in Nevada continues to experience growth with significant opportunities in serving over 105,000 students and 15,000 employees.

The Executive Assistant reports directly to the Vice Chancellor of Budget and Finance/Chief Financial Officer and serves as the principal executive and administrative support for the VC of Budget and Finance/CFO. This position provides high-level, proactive executive assistance requiring discretion, independent judgment, and initiative in managing calendar and assisting VC in preparedness, actively tracking and driving follow-through on Budget and Finance goals, tasks, and long-range projects, and competing priorities on behalf of the VC. Acting as a confidential representative and primary liaison, the Executive Assistant coordinates with senior leadership, system-wide administration, faculty, and external stakeholders, anticipates issues, and facilitates resolutions. The role oversees the flow of information and manages high-volume communications, correspondence, scheduling, records, and travel, ensuring timely and accurate responses. The position reviews material for submission to the Board of Regents, prepares briefing and other reference materials, coordinates committees and special assignments, and resolves administrative matters independently whenever feasible and ensures timely follow-through on decisions and delegated assignments to support effective executive decision-making.

Requirements

• A Bachelor’s degree from a regionally accredited institution with three (3) years of progressively responsible executive level administrative experience
• Associate’s degree with five (5) years of progressively responsible executive level administrative experience
• Ten (10) years of progressively responsible executive level administrative experience
• Highly motivated and trustworthy, with demonstrated integrity in handling confidential information and the judgment and professional courage to provide candid feedback, constructively challenge assumptions, and support accountability by respectfully holding the Vice Chancellor and other responsible parties accountable for priorities, commitments, and deadlines.
• Skill in managing a complex executive calendar, strategically prioritizing appointments and commitments, anticipating scheduling needs and conflicts, and preparing the Vice Chancellor for scheduled meetings.
• Knowledge of higher education and governmental organizational structures, policies, procedures, and governance; understanding of NSHE supervisory practices and legislative, political, professional, and community influences.
• Ability to analyze complex issues, develop recommendations, exercise independent judgment, and communicate findings clearly to executive leadership.
• Excellent written, oral, and visual communication skills; ability to compose, proofread, edit, and interpret correspondence, reports, and executive-level documents.
• Ability to plan, prioritize, and manage multiple assignments, projects, and deadlines simultaneously, anticipating needs and adjusting to changing priorities; track organizational goals, meeting-submittal deadlines, action items, and special projects to ensure timely completion.
• Ability to handle sensitive information with discretion, maintain strict confidentiality, and ensure accuracy in all work.
• Ability to develop and maintain cooperative, productive relationships with internal and external stakeholders; motivate, train, and direct others; work independently and collaboratively.
• Knowledge and skill in resolving conflicts, managing crises, and navigating politically sensitive situations with tact and diplomacy.
• Advanced proficiency in Microsoft Office, Internet research, and records management systems; ability to maintain organized, efficient filing and documentation processes.
• Knowledge of research methods and techniques; ability to gather, evaluate, and synthesize information to support executive decision-making.
• Ability to coordinate projects, vendors, purchases, repairs, and facilities initiatives, and act as an emergency contact.
• Skill in planning, organizing, and executing meetings and special events for executive leadership and governing boards, including coordinating materials and ensuring the Vice Chancellor is appropriately briefed and prepared.
• Demonstrated ability to learn quickly, adapt to changing priorities, exercise discretion, and anticipate conditions to meet organizational needs.

Responsibilities

• Provide high-level executive support to the Vice Chancellor of Budget and Finance/CFO, exercising judgment and independent initiative in managing complex scheduling of calendar, day-to-day operations and long-range projects on behalf of the VC of Budget and Finance/CFO. Advise the VC on time-sensitive issues, provide candid, objective counsel, constructively challenge assumptions, recommend solutions, and resolve matters independently whenever feasible.
• Provide high-level executive and administrative support to the Budget and Finance Department, exercising judgment and independent initiative in assisting with scheduling, day-to-day operations and long-range projects for the Budget and Finance Department.
• Serve as a liaison on behalf of the VC of Budget and Finance/CFO with senior management, faculty, system-wide administration officials, and the general public. Anticipate potential issues, identify problems, and coordinate resolutions, including establishing accountability, tracking progress, and coordinating follow-through on special assignments involving other executive offices.
• Compile, coordinate, and prepare briefing materials for the VC of Budget and Finance/CFO for appointments, meetings, conferences, Board of Regents items and legislative presentations. Assist in the creation, review, and editing of major finance documents, reports, agenda items, and committee-related materials. Maintain a master reporting calendar, monitor Board workplans, and track new business under the VC’s purview and monitor resulting decisions, commitments, action items, and deadlines through completion.
• Undertake unique, sensitive, and confidential projects assigned by the VC of Budget and Finance/CFO or senior management, establishing milestones, coordinating responsible parties, identifying barriers, and ensuring timely and accurate completion.
• Review, prioritize, and manage incoming and outgoing correspondence, signature items, and departmental documents for the VC of Budget and Finance/CFO. Review, research and coordinate background materials, maintain confidentiality of sensitive information, and ensure appropriate distribution of information.
• Coordinate and provide administrative support for multiple committees, councils, and workgroups on behalf of the Budget and Finance Department and VC/CFO, including recommending formations, monitoring effectiveness, maintaining rosters, and updating participants throughout the academic year.
• Oversee all travel arrangements, communication of, and reimbursements for the VC of Budget and Finance/CFO, and for the direct reports of the VC of Budget and Finance and CFO.
• Schedule and coordinate staff meetings as directed by the VC of Budget and Finance/CFO or senior management, including documenting decisions and tracking pending issues, commitments, and assigned action items through resolution.
• Coordinate communications on behalf of the VC of Budget and Finance/CFO with members of the Chancellor’s Cabinet, Vice Chancellors, Officers, Presidents, Regents, Faculty Senate, government officials, legislative stakeholders, community leaders, students, faculty, and staff. Respond to routine inquiries and ensure clear ownership, timely follow-up, and appropriate escalation.
• Manage and maintain the VC of Budget and Finance/CFO’s daily and long-range schedule, anticipating scheduling needs and conflicts, and preparing the VC of Budget and Finance/CFO for scheduled meetings, exercising judgment to optimize the use of the VC of Budget and Finance/CFO’s time and align scheduled commitments with established priorities and goals. Coordinate meetings, conferences, travel, and annual standing events, ensuring efficient scheduling and seamless logistics.
• Compose, review, and edit correspondence for signature by the VC of Budget and Finance/CFO or the Chancellor. Evaluate issues, gather and verify data, develop recommendations, and draft responses as needed. Conduct initial review of items requiring the VC’s attention to ensure accuracy, completeness, and compliance with policies, coordinating with staff to address deficiencies.
• Plan, organize, and coordinate special meetings, events, teleconferences, and videoconferences for the Budget and Finance Department on behalf of the VC of Budget and Finance/CFO. Prepare agendas, distribute reference materials, select meeting dates, and manage all logistical details to ensure successful outcomes.
• Keep the VC of Budget and Finance/CFO well-informed of relevant issues, identify matters requiring a decision or intervention and help prepare supporting materials for meetings. Monitor and resolve informal complaints when appropriate or refer issues as necessary, ensuring the VC is updated on outcomes.
• Provide direct supervision of Administrative Assistant positions and Student Workers assigned to the System Administration offices in Northern Nevada, ensuring reliable front office coverage and administrative support.
• Coordinate, direct and assign day-to-day responsibilities of front office support staff, including ensuring constant in-person presence in the front office, in alignment with direction provided by the Vice Chancellor of Budget and Finance/CFO.
• Train, mentor, and provide ongoing guidance to Administrative Assistant and Student Workers on office procedures, administrative practices, and customer service expectations.
• Collaborate and coordinate regularly with the Southern Nevada office to promote consistent staff responsibilities, operational practices, service standards, and front office procedures across both locations
• Assist the Executive Director of Operations in establishing and maintaining System Administration office policies and procedures, ensuring they are up-to-date and support the operational and compliance needs of the System Administration office.
• Consult with and assist the VC of Budget and Finance/CFO on special projects, initiatives, and assignments as required, performing other duties as assigned. Conduct review, research, compile relevant background information, and provide recommendations with minimal direction. Coordinate implementation, monitor progress, and elevate barriers or missed commitments when necessary.
• Prepare, review, and compile reports for the Board of Regents and other governance or oversight bodies as assigned, ensuring accuracy, alignment with Board policy and completeness.
• Provide guidance to Budget and Finance Department regarding policy changes and assist with the review and maintenance of the Board of Regents Handbook and the NSHE Procedures and Guidelines Manual. Support policy development, including drafting, revising, and updating procedures as needed.
• Assist the VC of Budget and Finance/CFO in collecting, organizing, and analyzing information to prepare documentation and responses to inquiries, collaborating with staff at all levels to ensure comprehensive and accurate results.
• Manage correspondence records and signature files for the VC of Budget and Finance/CFO and the VC’s direct reports, establishing and implementing procedures to ensure efficient handling, organization, and retrieval of all records.
• Maintain a working knowledge of Nevada records disposition policies and procedures, facilitating workflow and monitoring incoming items to ensure accurate tracking, processing, and compliance.
• Ensure that all records management activities fully support the operational and compliance needs of the Budget and Finance Department’s office.

Benefits

• Comprehensive Health Insurance: includes health, dental, vision, and life insurance.
• Employer paid long term disability plan
• Outstanding Retirement Plan: professional employees are required to participate in the 401(a) Retirement Plan Alternative (RPA). Employee contributions of 19.25% are matched 100% by the employer and employees experience an immediate vesting in the plan. Employees who currently or previously participated in Public Employees Retirement System (PERS) of Nevada may be eligible to continue in the PERS plan.
• Paid Leave: generous annual leave (accrual of 2 days per month), sick leave (granted 30 days at time of hire), 12 paid holidays, and paid family leave.
• Education Benefit: employees and their qualified dependents may take advantage of a tuition savings benefit. Faculty may take up to six credits per semester at a reduced rate and their dependents may access an unlimited number of credits, if they meet specific criteria.
• Additional Perks: Employee assistance programs and professional development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree