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Administrative Assistant 4, IT

4 months ago

Las Vegas, United States UNLV Full time
Job Description

The University of Nevada, Las Vegas invites applications for Administrative Assistant 4, IT & Facilities, Philanthropy and Alumni Engagement [R0142844]

ROLE of the POSITION

The main purpose of this AA position is to provide administrative, contracting, clerical, on site troubleshooting, invoicing and billing support to the Director and the Associate Director of IT and Facilities Administration and staff. This position serves as the 'face of Philanthropy and Alumni Engagement' with the having the first interaction and often initial first impression with donors, employees, students, and public officials, both in person and on the phone. This position answers the phone, serves as a call center, greets visitors to the Foundation building, and troubleshoots problems at the front desk. New to this position are the creation of event contracts, deposit invoices, and final invoices, as well as billing those in workday and completing workday journal transactions. This position will also have ownership and accountability for the upkeep and compiling of our event records to make the billing process more effective and efficient. We are also adding the responsibility of handling donor/client issues and being frontline resolution support before escalation. 

This position is responsible for maintaining and tracking inventory and procuring office supplies, and for ordering personalized stationery products for the Division of Philanthropy and Alumni Engagement (inclusive of multiple departments in 2 physical buildings, Foundation and TAM). New to this position is to research and investigate issues and questions with outside vendors. This position will also be required to problem solve possible solutions before escalating to higher levels.  This position manages the golf carts and assists in facility administration efforts and initiatives. Student schedules as well as event calendars are administered and monitored by this position. The person in this role will be responsible for maintaining multiple budgets, invoice creation, billing follow-up, and accounts payable processes, like check requests. 

This position will be supervising student worker positions, and be responsible for delegating projects as well as managing the student schedules, and training. This position will also work with the Director position in regards to yearly budgeting, investigating and researching outside vendor issues, and providing any other administrative needs.

This position will help to develop fiscal, operational, and procedural plans. related to IT and facility administration. They will be responsible for revising and upkeeping the front desk manual and will work closely with the AD and Director on creating new policies and procedures as well as budget planning for the next fiscal year.

About the UNLV Division of Philanthropy and Alumni Engagement

The Division of Philanthropy and Alumni Engagement (PAE) fosters relationships with alumni, friends, corporations, and foundations and encourages private financial support for the students, faculty, research, and innovative programs that distinguish UNLV as an exceptional university.

PAE currently employs nearly 100 team members. We seek to hire talented professionals who will share the university's vision for excellence in academics and research, as well as a commitment to the relationships built between UNLV and its alumni and friends.

UNLV is a vibrant campus, a supportive workplace, and has tools to help you achieve professional and personal growth. We offer a variety of career opportunities and generous compensation packages.

Living Our Values

As a team member of PAE, you will be part of a growing, inclusive division that values integrity, trust, excellence, teamwork, and respect.

MINIMUM QUALIFICATIONS

Graduation from high school or equivalent education and four years of progressively responsible relevant work experience which included experience in one or more of the following areas: providing administrative/program support to professional staff and management; performing secretarial duties in support of a manager; coordinating communications between the manager, staff and program clientele; supervision of subordinate staff; researching information from internal and external sources; OR one year of experience as an Administrative Assistant III in Nevada State service; OR an equivalent combination of education and experience as described above.  

PREFERRED QUALIFICATIONS

Preferred qualifications include:

  • Strong organizational skills
  • Attention to detail
  • Ability to work both independently, with minimum supervision, and collaboratively as an essential part of the administrative support team
  • Knowledge of Workday business process
  • Communicate effectively in writing as appropriate for the needs of the audience
  • Speaking to others to convey information effectively and with courtesy

This recruitment is limited to current classified employees who have served at least six months of continuous full-time equivalent service in a probationary, special disabled, emergency, provisional or permanent status, or any combination of these, in the classified service AND who is currently working in the area specified in this job advertisement.

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 to guide their decisions and actions and demonstrate our Rebel spirit.

SALARY

Grade 29 Step 1, salary $45,184.32. "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.

  • 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
  • UNLV athletics ticket discounts
  • Statewide employee purchase program discounts
  • discounts on and off campus
  • for all UNLV faculty and staff at no cost
  • Opportunity for career advancements to leadership roles