Administrative Coordinator

Thank you for your interest in employment with Nevada System of Higher Education (NSHE), System Administration and System Computing Services. We want your application process to go smoothly and quickly. We ask that you keep in mind the following when completing your application:

• Draft applications are saved automatically and can be accessed through your candidate home account.

• Final applications must be submitted prior to the close of the recruitment. Once a recruitment has closed, applications will no longer be accepted.

If you need assistance or have questions regarding the application process, please contact our Human Resources department at (775) 784-4901.

Job Description

The Nevada System of Higher Education (NSHE) invites applications and nominations for the position of Administrative Coordinator.  This is a renewable, full-time, non-tenured, administrative position and reports to the Sr. Executive Assistant.  The position will be located in either Reno or Las Vegas.

The NSHE is comprised of eight institutions: two universities, a state college, 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 Administrative Coordinator supports the Senior Executive Assistant and the department. This position involves performing various administrative duties, acting as scribe during meetings, assisting in the review and analysis of electronic records, assisting in projects, and undertaking other assigned tasks.

SALARY/GRADE: Grade B (starting salary: $55,000.00 - $65,000.00 to commensurate with education, experience, and training). Benefits package that includes health, dental, vision, life, and retirement. 

APPROXIMATE STARTING DATE: April 1, 2024

MINIMUM QUALIFICATIONS: A Bachelor’s degree from a regionally accredited institution with two (2) years of progressively responsible administrative experience (or) an Associate’s degree with three (3) years of progressively responsible administrative experience (or) alternatively, five (5) years of progressively responsible administrative experience.

KNOWLEDGE, SKILLS, AND ABILITIES:  Successful candidates must possess the following knowledge, skills and abilities.  It is recommended that applicants for this position address each of the following items in the letter of application:

• Standard administrative procedures, policies, and best practices.
• Common office tools, such as Outlook, Excel, Word, and PowerPoint.
• Recordkeeping and document control.
• Manage multiple tasks simultaneously.
• Prioritize tasks and meet deadlines.
• Analyze issues and identify solutions.
• Research information and present findings.
• Maintain confidentiality and discretion.
• Work independently or within a team environment.
• Take and transcribe notes.
• Solid organizational skills.
• Strong attention to detail.
• Effective communication and interpersonal skills.

RESPONSIBILITIES:  The duties of this position will include, but are not limited to the following areas of responsibility:

• Review and analyze electronic database records and correct errors or duplicates.
• Identify routine inconsistencies, redundancies, or data integrity issues within the database.
• Solicit agenda items for various meetings from attendees; prepare and distribute agenda prior to meeting.
• Act as primary scribe during meetings, capturing accurate and detailed notes.
• Organize and distribute meeting notes, and post to applicable library.
• Assist in the development and maintenance of an electronic records library.
• Collaborate with stakeholders to determine what type of documents/files should be added or maintained in the library.
• Provide general administrative support, as needed, for assisting directors in the scheduling of meetings.
• Collaborate with the Senior Executive Assistant and the Project Manager in helping plan and coordinate office and departmental projects and events.
• Monitor departmental tasks on special projects and follow-up, as needed, until completion.
• Serve as back-up for administrative processes such as receipt/invoice processing, travel, and expense report processing.
• Assist the Senior Executive Assistant with any additional tasks or projects as needed.

TO APPLY: The application process will be handled through the Workday on-line search process.  Application materials must include a current resume, detailed cover letter, and names, addresses and telephone numbers of four professional references willing to be contacted.  Applicants should fully describe qualifications and experience, since the initial review will serve to evaluate applicants based on documented, relevant qualifications and professional work experience.  Applications will be considered incomplete without all requested materials.  References will only be contacted for those who advance to the final phase of the search and with prior consent of the applicant.  The review of materials will begin immediately.  Materials should be addressed to Sherry Olson, Human Resources, and are to be submitted via on-line application at http://system.nevada.edu/Careers/index.htm.  For assistance with NSHE’s on-line applicant portal, contact Sherry Olson at (775) 784-3401 or [email protected].

INTERNAL APPLICANTS:  Current employees within the Nevada System of Higher Education MUST use the “Find Jobs” process within Workday to find and apply for jobs at NSHE institutions.  Once you log into Workday and type “Find Jobs” in the search box which will navigate to the internal job posting site.  Locate the specific job posting by typing the requisition number (e.g. R0000000) in the search box

APPLICATION DEADLINE: Applications may be submitted until the position is filled.  The review of materials will begin immediately, however, for full consideration applications should be submitted by March 3, 2024

For more information about the Nevada System of Higher Education, please visit our website at www.nevada.edu.  The Nevada System of Higher Education hires only United States citizens and aliens lawfully authorized to work in the U.S.  The NSHE is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, age, creed, national origin, veteran status, physical or mental disability, genetic information, sexual orientation, gender identity, or gender expression.

Exempt

Yes

Full-Time Equivalent

100.0%

Required Attachment(s)

Required Attachment(s): Application materials must include a current resume, detailed cover letter, and names, addresses, and telephone numbers of four professional references willing to be contacted. 

Posting Close Date

03/31/2024

Note to Applicant

A background check will be conducted on the candidate(s) selected for hire.

References will be contacted at the appropriate phase of the recruitment process.

As part of the hiring process, applicants for positions in the Nevada System of Higher Education may be required to demonstrate the ability to perform job-related tasks.

All document(s) must be received on or before the closing date of the job announcements.  Schedules are subject to change based on organizational needs.

HR will attempt to verify academic credentials upon receipt of hiring documents.