Administrative Assistant 3, Dean's Office of the College of Engineering [R0140571]

The University of Nevada, Las Vegas invites applications for Administrative Assistant 3, Dean's Office of the College of Engineering [R0140571].

ROLE of the POSITION

This position will provide administrative support to the Associate Dean for Research, Graduate Studies and Computing, Associate Dean for Undergraduate Programs, Director of Development, Director of Finance and Business Administration, Executive Assistant, and Professional Staff in the Dean's Office of the College of Engineering. Duties for this position are the following but not limited to: 1) General Office Assignments: support on the overall operations of the Dean's Office on a daily basis to ensure necessary support functions are carried out and deadlines are being met. Meet and greet students, faculty, staff, donor, sponsors, and visitors with professional courtesy.

Communicate with departments and various offices on the campus community regarding any pertinent issues. Answer incoming phone calls assessing the relative importance of inquiries, respond to requests for information, and take detailed messages concerning issues of significance for the college. Provide clerical and office support to the Director of Development composing documents, forms and materials including correspondence, memoranda, reports, and charts as needed. Schedule meetings with donors and sponsors in coordination with the Dean's Executive Assistant, resolve scheduling conflicts, and coordinate room scheduling for special events / seminars / workshops, as requested by the Director of Development; 2) Research and Stewardship Support: Review current projects and daily tasks to determine priorities. Assist the Associate Dean for Research, Graduate Studies and Computing: prepare technical reports, statistical data from undergraduate and graduate students, faculty, fellowships and other supporting data for the ASEE & US News surveys and other reports as required. Assist with faculty statistical data. Compose documents and materials including correspondence, memoranda, reports, and charts, other assignment. Assist the Director of Development: maintains contact information databases for donors, sponsors, and alumni, maintains accurate list of undergraduate and graduate students awarded with scholarships and/or fellowship; 3) Workday and Administrative Operation Support: Prepares workday requisitions, spend authorizations, supplier invoices, and expense reports for professional staff and invited guesses as requested by the Dean's Office. Prepare/process reprographics orders (business cards and research pamphlets, etc.), complete Workday JVs and other tasks applying account payable and purchasing rules and regulations. Contact vendor if additional information is necessary to complete purchase requisitions. Attach original supporting material to the original document if needed. Procurement Card Liaison transactions for the Dean's Office as needed, and order office supplies for the Dean's Office and Professional Staff. Track monthly expenditures for billing discrepancies. Confirm accounts to be charged with the Director of Finance and Business Administration. Complete, review and coordinate participant support reimbursements for EED Senior Design participants and check all packets turned in by other departments. Prepares and submit key request documents for faculty, staff or students to gain access to offices and building. Relay problem with non-functional keys and/or locks to the UNLV Lock shop. Monitor the AV Equipment for Great Hall. Keep updated on spreadsheet and make sure all equipment is in working conditions. Monitor the parking reservation for the College. Process travel request (spend authorizations and expense reports), organize travel meetings with donors and event's locations for the Director of Development. Procurement Card Liaison for transactions of the Director of Development; 4) Record Maintenance and Mailing Process: Assist the Executive Assistant to organize and update the completion and accuracy of the tracking & filing system for incoming documents for Dean's signature. Maintain accurate data for college directory database and mailing lists. Handle sensitive correspondence or receive sensitive information related to personnel or college activities.

This position is not eligible for remote work; this is an On-Campus position. Office hours are Monday - Friday 8am - 5pm, lunch from Noon - 1pm.

This position may require a criminal background check be conducted on the candidate selected for hire.

MINIMUM QUALIFICATIONS

Graduation from high school or equivalent education and three years of progressively responsible relevant work experience which included experience in one or more of the following areas: maintenance of complex records and files; public/customer relations including explaining detailed policies, regulations and requirements; preparation and processing of financial and statistical documents such as payroll, travel, claims and budgeting forms; and assisting staff and management with projects and activities; OR one year of experience as an Administrative Assistant II in Nevada State service; OR an equivalent combination of education and experience as described above.

PREFERRED QUALIFICATIONS

Experience working in Higher Education, Experience in organizing, scheduling, or coordinating meetings and events, Proficient in Microsoft Office Suite (Excel, Word, others).

Good customer service skills. Workday, and online platforms designed for universities (such as MyUNLV scheduling and other UNLV Systems).

Candidates should have the ability to multitask and work in a dynamic and fast-paced environment. Candidates should have the knowledge and understanding of university policies and procedures. Candidates should have experience working with faculty and university or education institution systems. Candidates should have experience in working in a team environment and should possess strong communication skills. The candidate should be organized and detail-oriented. The candidate should be adaptable, patient, and collegial.

COMMITMENT to DIVERSITY and CAMPUS VALUES

A successful candidate will support diversity, equity, and inclusiveness and contribute to a respectful, positive work environment. They will use our Campus Values to guide their decisions and actions and demonstrate our Rebel spirit.

SALARY

Grade 27, Step 1, salary $41,634.72. "Step" means the number assigned by the Division of Human Resource Management to identify a specific rate of pay within a grade. Per Nevada Administrative Code (NAC 284.170), salaries for initial appointments for classified positions typically begin at Step 1.

BENEFITS OF WORKING AT UNLV

• Competitive total rewards package including:

  • Paid time off, sick leave, and holidays

  • Excellent health insurance including medical, dental and vision

  • Comprehensive retirement plans and voluntary benefits programs

• No state income tax

• Tuition discounts at Nevada System of Higher Education (NSHE) schools

• Tuition discounts for spouses, domestic partners, and dependents

PERKS

• Employee recognition and appreciation programs

• Connect with colleagues with shared interests

• Personal and professional development opportunities

• UNLV athletics ticket discounts

• Statewide employee purchase program discounts

• RebelCard discounts on and off campus

• Wellness programming for all UNLV faculty and staff at no cost

• Opportunity for career advancements to leadership roles

HOW TO APPLY

THIS RECRUITMENT MAY CLOSE PRIOR TO THE ANNOUNCED CLOSING DATE BELOW BASED ON VOLUME OF APPLICATIONS RECEIVED.

Submit a letter of interest (cover letter) and a detailed resume listing qualifications and experience. If you are a veteran, please attach your DD-214 or other applicable official documentation to your 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 because this is the information on which the initial review of materials will be based.

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. Your application will NOT be moved forward if your application is incomplete.

This recruitment will close at midnight (Pacific Standard Time) on February 10, 2024.

Materials should be addressed to Carmen Willis, Search Chair and must be submitted through Workday, as we do not accept emailed materials. For assistance with the application process, contact UNLV Human Resources at (702) 895-3504 or [email protected] .

SPECIAL INSTRUCTIONS FOR INTERNAL NSHE CANDIDATES

UNLV employees or employees within the Nevada System of Higher Education (NSHE) MUST use the "Find Jobs" process within Workday to find and apply for jobs at UNLV and other NSHE Institutions. Once you log into Workday, type "Find Jobs" in the search box which will navigate to the internal job posting site. Locate this specific job posting by typing the job requisition number, "R0140571" in the search box.

If you complete an application outside of the internal application process, your application will be returned and you will have to reapply as an internal applicant which may delay your application.

PROFILE of the UNIVERSITY

Founded in 1957, UNLV is a doctoral-degree-granting institution comprised of approximately 30,000 students and more than 3,600 faculty and staff. To date, UNLV has conferred more than 152,000 degrees, producing more than 130,000 alumni around the world. UNLV is classified by the Carnegie Foundation for the Advancement of Teaching as an R1 research university with very high research activity. The university is committed to recruiting and retaining top students and faculty, educating the region's diversifying population and workforce, driving economic activity through increased research and community partnerships, and creating an academic health center for Southern Nevada that includes the launch of a new UNLV School of Medicine.  UNLV is located on a 332-acre main campus and two satellite campuses in Southern Nevada.

Here at UNLV, we have come together and created one of the most affirmative and dynamic academic environments in the country. UNLV sits in the top spot in U.S. News & World Report's annual listing of the nation's most diverse universities for undergraduates. The university has ranked in the top ten since the rankings debuted more than a decade ago. We continue to show our commitment to serving our wonderfully diverse population and building the future for Las Vegas and Nevada.

For more information, visit us on line at:  http://www.unlv.edu

EEO/AA STATEMENT

The University of Nevada - Las Vegas (UNLV) is committed to providing a place of work and learning free of discrimination on the basis of a person's age (40 or older), disability, whether actual or perceived by others (including service-connected disabilities), gender (including pregnancy related conditions), military status or military obligations, sexual orientation, gender identity or expression, genetic information, national origin, race (including hair texture and protected hairstyles such as natural hairstyles, afros, bantu knots, curls, braids, locks and twists), color, or religion (protected classes). Discrimination on the basis of a protected class, including unlawful harassment, which is a form of discrimination, is illegal under federal and state law. Where unlawful discrimination is found to have occurred, UNLV will act to stop the unlawful discrimination, to prevent its recurrence, to remedy its effects, and to discipline those responsible. Women, minorities, and veterans are encouraged to apply.

TITLE IX STATEMENT

The University of Nevada, Las Vegas, does not discriminate on the basis of sex in any education program or activity that it operates.  Non-discrimination on the basis of sex is mandated by Title IX of the Education Amendments of 1972 (20 U.S.C. §§ 1681 et seq.) and the corresponding implementation regulations (34 C.F.R. Part 106).  The University's commitment to nondiscrimination in its education programs and activities extends to applicants for admission and employment. Inquiries concerning the application of these provisions may be referred to: Michelle Sposito, J.D., Title IX Coordinator, University of Nevada, Las Vegas, 4505 S. Maryland Parkway, Box 451062, Las Vegas, NV 89154-1062, Frank and Estella Beam Hall (BEH) Room 553, Telephone: (702) 895-4055; Email: [email protected] , or to The Assistant Secretary of the United States Department of Education, U.S. Department of Education, Office for Civil Rights, 400 Maryland Avenue, SW, Washington, D.C. 20202-1100; Telephone: 1-800-421-3481 FAX: 202-453-6012; TDD: 1-800-877-8339; Email: [email protected] ; or to both.

Information pertaining to the University's grievance procedures and grievance process, including how to report or file a complaint of sex discrimination, how to report or file a formal complaint of sexual harassment, and how the University will respond can be found online at the Office of Equal Employment & Title IX webpage.

SAFETY AND SECURITY STATEMENT

UNLV is committed to assisting all members of the UNLV community in providing for their own safety and security. The Annual Security Report and Annual Fire Safety Report compliance document is available online.

JOB CATEGORY

Classified

Required Attachment(s)

THIS RECRUITMENT MAY CLOSE PRIOR TO THE ANNOUNCED CLOSING DATE BELOW BASED ON VOLUME OF APPLICATIONS RECEIVED.

Submit a letter of interest (cover letter) and a detailed resume listing qualifications and experience. If you are a veteran, please attach your DD-214 or other applicable official documentation to your application as evidence of Veterans or Disabled Veteran's status.

Attach ALL documents in the CV/Resume attachment section when applying.

UNLV is an Equal Opportunity / Affirmative Action educator and employer committed to achieving excellence through diversity. All qualified applicants will receive consideration for employment without regard to, among other things, race, color, religion, sex, age, creed, national origin, veteran status, physical or mental disability, sexual orientation, genetic information, gender identity, gender expression, or any other factor protected by anti-discrimination laws. The University of Nevada, Las Vegas employs only United States citizens and non-citizens lawfully authorized to work in the United States. Women, under-represented groups, individuals with disabilities, and veterans are encouraged to apply.