Program Specialist IV/Administrative Assistant

Nevada System of Higher Education•Las Vegas, NV

6d•Onsite

About The Position

The Desert Research Institute (DRI) is seeking a full time Program Specialist IV in the Las Vegas office to provide executive support for the Director of External Affairs and team. Some of the duties of this position include: In DRI executive suite, greets visitors, answers phones, takes messages, routes phone calls appropriately to departmental personnel, and responds to general inquiries. Manages Director of External Affairs calendar, appointments, and business activities Coordinate/prepare travel arrangements Manages the External Affairs and Communications budget and maintain inventory Manages expense reports, credit card reconciliation and department financial transactions Maintains, orders, and restocks supplies Composes correspondence and documents and proofreads to ensure accuracy and professionalism of content as needed Initiates and receives calls from elected officials and handles in a timely and appropriate manner Helps coordinate interactions with federal agencies and delegations and works effectively to coordinate DRI logistics with federal lobbyists Gathers information and generates monthly legislative officials report Monitors Nevada legislative meetings to ensure DRI interests are followed and researched appropriately. Tracks bills in the personalized legislative tracking website. Utilizing independent judgment, tracks (both in-person and virtually) legislative hearings and communicates findings to the Director of External Affairs in a timely manner. Coordinates related legislative matters with the Director of External Affairs to ensure appropriate follow-up actions are completed Provide external affairs event support for DRI’s Southern Nevada campus. Responsibilities may include event planning, logistics and coordinating staffing Independently represents DRI at community events in a knowledgeable and professional manner Serves as support staff for the DRI President and the Chief of Staff as needed Occasionally serves as the facility’s main receptionist during daily lunch breaks and vacation coverage Proactively perform other related duties as required or assigned

Requirements

High school diploma or equivalent AND 6 years of executive/administrative support experience in a fast-paced office setting OR an Associate’s degree with 4 years of related experience.
Advanced experience using Microsoft Office Suite, with an emphasis on Excel, Word and PowerPoint.
Demonstrated experience in office protocols, office management principles and procedures, and professional work practices.
Professionalism demonstrated through a high degree of confidentiality and the ability to exercise independent judgement.
Knowledge of fiscal management and analysis, accounting principles, practices and procedures.
Demonstrated proficiency with public speaking before large and small groups.
Ability to interact effectively and maintain cooperative working relationships with all levels of management, faculty, staff, visitors, foundation trustees, outside vendors, and elected officials and dignitaries.
Demonstrated professional written and verbal communication skills.
Ability to adapt to changing priorities.
Ability to handle multiple projects with tight deadlines.
High level of organization, prioritization, time management and attention to detail.

Nice To Haves

Bachelor’s degree from an accredited institution.
Experience planning and implementing external affairs/communications team events.

Responsibilities

Greet visitors, answer phones, take messages, and route calls appropriately.
Manage Director of External Affairs' calendar, appointments, and business activities.
Coordinate and prepare travel arrangements.
Manage the External Affairs and Communications budget and maintain inventory.
Manage expense reports, credit card reconciliation, and department financial transactions.
Maintain, order, and restock supplies.
Compose and proofread correspondence and documents.
Initiate and receive calls from elected officials and handle them appropriately.
Coordinate interactions with federal agencies and delegations.
Gather information and generate monthly legislative officials reports.
Monitor Nevada legislative meetings and track bills.
Track legislative hearings (in-person and virtually) and communicate findings.
Coordinate related legislative matters with the Director of External Affairs.
Provide external affairs event support, including planning, logistics, and staffing.
Represent DRI at community events.
Serve as support staff for the DRI President and Chief of Staff as needed.
Serve as the facility’s main receptionist during lunch breaks and vacation coverage.
Perform other related duties as required or assigned.