Administrative Assistant III - First Year Experience/Orientation Job Listing at College of Southern Nevada in North Las Vegas, NV (Job ID R0145031)

Description

The College of Southern Nevada appreciates your interest in employment at our growing institution. We want your application process to go smoothly and quickly. We ask that you keep in mind the following when completing your application:

• Once you start the application process you cannot save your work. Please ensure you have all required attachment(s) available to complete your application before you begin the process.
• Required attachments are listed below on the posting. Your application will not be considered without the required attachments.
• Please note that applications must be submitted prior to the close of the recruitment. Once a recruitment has closed, applications will no longer be accepted.

If you are unable to attach the required documents to your online application or need assistance regarding the application process, please contact the Talent Acquisition team within Human Resources via email at hr.recruitment@csn.edu or call (702) 651-5800 to be directed to the appropriate Recruiter.

Job Description

Based on the volume of applications received this recruitment may close at any time. Applicants are encouraged to apply as soon as possible.

Position Summary

This position will be a part of a dynamic team dedicated to first year students and new student orientation while fostering an environment of continuous learning. The position will perform simple and complex clerical activities affecting the department. Under direct supervision of the Director of the First Year Experience and Coordinator of Orientation, responsibilities include, but are not limited to:

• Screen the manager's calls, assessing the relative importance of each call.

• Respond to requests for information.

• Defuse irate clients/callers who may have been referred by lower-level staff.

• Take detailed messages concerning issues of significance to the agency.

• Schedule and attend meetings with external entities; prepare agendas and action items.

• Transcribe and distribute written summaries or minutes.

• Coordinate communications between the managers and other professional and administrative staff both within and outside the work unit.

• Receive and relay sensitive information related to agency activities, personnel, and clientele.

• Provide explanations regarding established policies and procedures.

• May supervise a unit of lower-level administrative support personnel who perform duties representative of the Administrative Assistant II level and below.

• Provide oversight and supervision of part-time employees including student workers and other part time employees

• Plan, organize and oversee the activities and operations of the office or unit.

• Establish and implement procedures and desk manuals.

• Perform the most complex assignments and resolve issues and problems referred by subordinate staff or the supervisor; train and evaluate the performance of assigned personnel.

• Prepare reports which summarize financial and statistical information related to the work unit's budget, accounts, activities, program clientele and operations.

• Advise management of unusual trends, funding levels and expenditures; assist with budget development by compiling information to support projected expenditures in specific areas such as operating costs, travel costs and staff development.

• Create spreadsheets including formulas to organize, display and summarize data, facilitate analysis, and identify interrelationships; prepare special reports for other agencies and external entities.

• Maintain and monitor financial and statistical information related to agency accounts, travel, licenses, bonding, grants, programs and activities, revenues, and expenses.

• Maintain current balances; authorize expenditures within clearly designated areas of responsibility and spending limitations established by regulation.

• Review documents prepared by others for program compliance.

• Complete tasks related to department Social Media and department webpages.

• Compose documents and materials including correspondence, memoranda, reports, charts, and other items in support of program and agency operations.

• Research information from a variety of internal and external sources including the Internet for projects which may include unique purchases.

• Identify sources of information and communicate with vendors and others concerning technical aspects of the project/purchase.

• Evaluate and compare information, report findings to the supervisor

• Provide and explain information including applicable rules, regulations, guidelines, policies and procedures

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.

Preferred Qualifications

• Knowledge of college computer and data systems including but not limited to Microsoft Office Suites, MS Teams and/or other Virtual platform systems, MyCSN, CRM, as well as general office equipment and operations.

• Ability to analyze, prepare and generate report/spreadsheets in a timely and efficient manner.

• Communicate effectively in writing as appropriate for the needs of the audience. Speaking to others to convey information effectively and with courtesy.

• Display active listening by giving full attention to what other people are saying and taking time to understand the point being made.

• Knowledge of various social media platforms, i.e., Instagram, Facebook, YouTube, Twitter, etc.

• Teamwork and Customer Service Skills; actively looking for ways to help staff, students, clients, and other administrative assistants to ensure seamless service delivery.

• Knowledge of student support, services, and resources with ability to inform internal and external customers with correct contacts

• Experience with event planning and coordination.

• Experience creating marketing and promotional materials using software or internet-based programs.

Weekly Schedule

Monday - Friday 8 am - 5 pm

Summer special events on Saturdays at 7:30 am

Starting Salary

Grade 27, Step 1 - $46,207.44

Per Nevada Administrative Code (NAC 284.170), salaries for initial appointments for classified positions typically begin at Step 1. The College of Southern Nevada offers a competitive benefits package, including an excellent PERS retirement plan (a defined benefit plan), generous vacation & sick benefits, 11 paid holidays, educational benefits, and a choice between three health insurance plans that can be supplemented with flexible spending accounts or health savings accounts.

Note to Applicant

Applicants must fully document their education and experience to demonstrate meeting the minimum qualifications of the position.
All attachment(s) must be received on or before the closing date posted on the job announcements. 

This position may require a criminal background check be conducted on the candidate selected for hire. 
Schedules are subject to change based on organizational needs. HR may attempt to verify academic credentials.

Exempt

Full-Time Equivalent 

Required Attachment(s)

To be considered for this position, please upload the following documents to your application:

• Resume - List a detailed description of the major duties that you performed as part of each job. You must demonstrate that you qualify for the position and your education and experience must be clearly documented

• Cover letter

• Unofficial Transcripts (optional)

NSHE - INTERNAL APPLICANTS PLEASE NOTE

CSN 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 CSN 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 requisition number in the search box. If you complete an application outside of the internal application process and apply as an external candidate, your application will no longer be considered at the time of minimum qualification review. In order to prevent the disqualification of your application, you will need to reapply as an internal candidate before 11:59 pm the day prior to the position close date.

For more details on this position, please visit our website: My Career at CSN.

CSN is an Equal Employment Opportunity/Affirmative Action institution. For more information, visit http://www.csn.edu/nondiscrimination.

Posting Close Date

Note to Applicant

Applicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications. The search committee will use this information during the initial review of application materials.  

All document(s) must be received by 11:59 p.m. the day prior to the closing date posted on the job announcement.

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

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.  

Schedules are subject to change based on organizational needs.  

CSN is responsive to serving the educational needs of a diverse and ever-changing community. CSN employs only U.S. citizens and aliens authorized to work in the U.S. CSN does not sponsor aliens applying for faculty, professional staff, or management positions (H-1B Visas) in the absence of exceptional circumstances as defined by the USCIS.