Special Assistant and Coordinator to the Board of Regents

Nevada System of Higher Education

47d•Onsite

About The Position

The Nevada System of Higher Education (NSHE) invites applications and nominations for the position of Special Assistant and Coordinator to the Board of Regents. This is a renewable, full-time, non-tenured, administrative position that reports to the Chief of Staff to the Board of Regents. This position is located in Reno, Nevada. The Board of Regents is comprised of 13 members elected from districts across Nevada to govern the state’s public higher education system. The NSHE includes two R1 research universities, one state university, four comprehensive community colleges, and one environmental research institute, collectively serving more than 105,000 students and employing approximately 15,000 faculty and staff statewide. The Special Assistant and Coordinator provides specialized, analytical, and time-critical administrative and operational support to the Board of Regents and its individual members. The position coordinates and facilitates a broad range of Board activities and functions requiring substantial discretion, independent judgment, attention to detail, and knowledge of applicable legal, regulatory, and institutional requirements. Reporting directly to the Chief of Staff to the Board of Regents, the position serves as a confidential liaison and representative of the Board Office to senior NSHE leadership and internal and external stakeholders, including the Chancellor, Vice Chancellors, legal counsel, institution presidents, campus administrators, faculty, staff, students, government officials, and members of the public. The position supports the effective and orderly conduct of Board business by coordinating Board and committee activities, managing sensitive and time-critical information, supporting individual Regents, maintaining official records and communications, and independently resolving operational matters. The position requires a high degree of professionalism, confidentiality, discretion, organizational proficiency, and knowledge of the legal and procedural requirements applicable to an elected public body in the State of Nevada.

Requirements

Bachelor’s degree from a regionally accredited institution and four years of progressively responsible executive or administrative support experience; or
Associate degree from a regionally accredited institution and five years of progressively responsible executive or administrative support experience; or
Ten years of progressively responsible executive or administrative support experience.
Knowledge of principles and practices related to public-sector governance, executive support, meeting administration, records management, and official documentation.
Knowledge of principles and practices of professional communication, business writing, proofreading, editing, and document preparation.
Skill in effectively communicating complex, sensitive, and time-critical information verbally and in writing to individuals and groups at varying levels of the organization.
Skill in preparing, proofreading, editing, and reviewing complex documents for accuracy, clarity, consistency, grammar, format, and compliance with applicable laws, policies, procedures, and established departmental conventions.
Skill in organizing and coordinating multiple activities, assignments, deadlines, and competing priorities in a high-volume environment.
Skill in exercising discretion and maintaining confidentiality when handling sensitive, privileged, or otherwise restricted information.
Skill in establishing and maintaining effective working relationships with elected officials, senior executives, administrators, faculty, students, stakeholders, and members of the public.
Skill in researching, analyzing, organizing, and synthesizing information from multiple sources and formats.
Skill in evaluating, adapting to, and effectively utilizing new and emerging technologies, software applications, systems, and processes to improve the efficiency, accuracy, and effectiveness of operations.
Skill in maintaining composure, professionalism, and effectiveness when working in high-pressure, time-sensitive, or otherwise challenging situations.
Ability to independently organize, prioritize, and manage a high volume of work involving multiple, competing, and frequently changing priorities and deadlines.
Ability to exercise sound judgment and discretion in determining appropriate courses of action, resolving problems, and recognizing matters requiring escalation to the Chief of Staff, legal counsel, or other appropriate personnel.
Ability to anticipate operational needs, identify potential issues, and proactively develop and implement effective solutions.
Ability to prepare complex Board and committee meeting agendas, including composing and editing agenda language, organizing supporting materials, and ensuring compliance with applicable legal, regulatory, and procedural requirements.
Ability to prepare accurate, timely, and comprehensive meeting minutes that appropriately document matters discussed, questions and explanations, official actions, disclosures, abstentions, and other information required to accurately reflect the official record.
Ability to understand, synthesize, and accurately document complex issues and discussions involving policy, legal, operational, financial, academic, and other matters presented to the Board.
Ability to provide timely, high-level administrative and operational support to multiple elected officials, executives, and senior staff while appropriately balancing competing demands.
Ability to serve effectively as a liaison among the Board of Regents, Board Office, NSHE and institutional leadership, faculty, staff, students, government officials, stakeholders, and members of the public.
Ability to receive, assess, and respond appropriately to inquiries; determine the appropriate source of information or assistance; and facilitate connections among individuals and organizational units to support Board and NSHE objectives.
Ability to analyze information from multiple sources and formats, identify significant or time-sensitive issues, and communicate relevant information to the Chief of Staff, Regents, or other appropriate personnel in a timely manner.
Ability to conduct research, evaluate information, prepare and disseminate accurate information, and develop recommendations or identify appropriate courses of action when warranted.
Ability to work independently with limited direction while also collaborating effectively with individuals and groups to accomplish organizational objectives.
Ability to quickly learn, interpret, and apply new laws, policies, processes, and procedures.
Ability to maintain strict confidentiality and exercise appropriate discretion when handling sensitive, privileged, or otherwise confidential information.
Ability to interact professionally and courteously with individuals from diverse backgrounds and with varying levels of authority, responsibility, and familiarity with Board and NSHE processes.
Ability to represent the Board of Regents and Board Office professionally and appropriately in interactions with internal and external constituents.
Ability to remain effective and exercise sound judgment in high-pressure, time-sensitive, and continuously changing environments.
Ability to travel throughout the State of Nevada and occasionally work outside regular business hours and/or workdays as necessary to support Board meetings, campus functions, and related activities.

Nice To Haves

Experience working in higher education and/or the public sector
Experience working with elected officials
Familiarity with the Nevada Open Meeting Law, Nevada Ethics in Government Law, and the Nevada Public Records Act.

Responsibilities

Exercise independent judgment in establishing priorities, coordinating activities, responding to inquiries, managing time-critical deadlines, handling sensitive information, and facilitating the completion of Board business.
Coordinate the logistical and administrative execution of Board and committee meetings, including scheduling, meeting materials, communications, participants, and follow-up activities.
Coordinate and ensure the timely preparation, review, processing, and dissemination of Board and committee agendas, meeting materials, minutes, policy codifications, notices, and other official documents in accordance with applicable requirements.
Serve as Secretary to designated Board committees and coordinate all administrative activities associated with committee meetings and business.
Research, compile, organize, and summarize information necessary to support Board meetings, deliberations, and official actions.
Interpret and apply applicable laws, regulations, Board policies, NSHE procedures, and other requirements governing the operations of an elected public body in the State of Nevada and the administration of Board business.
Identify potential legal, procedural, or compliance issues and seek appropriate guidance or take corrective action when necessary.
Exercise discretion in determining when matters require escalation to the Chief of Staff, legal counsel, or other appropriate senior leadership.
Handle sensitive, confidential, privileged, and time-critical information with appropriate discretion and security.
Review documents and information for completeness, accuracy, consistency, and compliance prior to distribution or public posting.
Coordinate the collection and organization of information from multiple sources and ensure that materials are available to authorized individuals when needed.
Serve as a confidential liaison and point of contact between the Board Office and the chancellor, vice chancellors, legal counsel, institution presidents, campus administrators, faculty, staff, students, government officials, stakeholders, and members of the public.
Facilitate communication and coordination among Board members, senior NSHE leadership, institutions, and other internal and external constituents.
Respond to inquiries and requests involving Board business and determine the appropriate course of action or referral.
Represent the Board Office professionally and appropriately in interactions with internal and external constituents.
Exercise sound judgment when communicating on matters that may be perceived as representing the Board of Regents or the Board Office.
Establish and maintain effective working relationships with individuals at all levels of NSHE and with external stakeholders.
Provide direct administrative and operational support to individual Regents in the performance of their official responsibilities.
Coordinate requests, communications, schedules, information, materials, and other activities on behalf of individual Regents and the Board Office.
Anticipate the administrative and operational needs of Regents and proactively coordinate resources, information, and follow-up.
Provide timely and accurate information and assistance to Regents, the Chief of Staff, and other personnel.
Exercise appropriate discretion when handling matters involving individual Regents, Board deliberations, sensitive communications, and other confidential information.
Coordinate special projects, initiatives, and assignments related to Board governance and the administration of Board business.
Perform research and analysis and prepare summaries, correspondence, reports, and other materials to support decision-making and the effective administration of Board responsibilities.
Coordinate and participate in Board and NSHE functions and activities, including those conducted outside regular business hours and/or workdays and those requiring statewide travel, to ensure the effective execution and support of Board responsibilities.

Benefits

Comprehensive Health Insurance: includes health, dental, vision, and life insurance.
Employer paid long term disability plan
401(a) Retirement Plan Alternative (RPA)
Generous annual leave (accrual of 2 days per month)
Sick leave (granted 30 days at time of hire)
12 paid holidays
Paid family leave
Tuition savings benefit for employees and their qualified dependents
Employee assistance programs
Professional development opportunities