Administrative Assistant 3 - President's Office

Socket.dev; Carson City (NV); On-site; USD 42,000 - 51,000; Full time

Benefits offered by this job

Health insurance

Annual leave

Paid holidays

PERS retirement

Employee Assistance Program (EAP)

Job summary

Western Nevada College is seeking an Administrative Assistant 3 to provide centralized administrative support to multiple executive departments, including the President's Office and General Counsel. The role involves coordinating purchasing, budgeting, travel, events, and records management.

The position supports executive leadership and requires handling confidential information with discretion. It offers a structured classification and a comprehensive benefits package.

Qualifications

• High school diploma or equivalent and 3 years of progressively responsible relevant work experience.
• Experience as Administrative Assistant II in Nevada State service or an equivalent combination of education and experience.

Responsibilities

• Serve as first point of contact for visitors and executives.
• Manage the President's Office email inbox and scheduling.
• Coordinate purchasing, procurement, and budget activities for executive offices.
• Arrange domestic and international travel and reconcile travel expenses.
• Plan and support events and prepare routine reports.

Skills

Public/customer relations

Communication

Discretion and professionalism

Education

High school diploma or equivalent

Administrative Assistant II Nevada state service

Equivalent combination of education and experience

Job description

Thank you for your interest in employment with our 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.

If you need assistance or have questions regarding the application process, please contact:

Human Resources
[e-mail]
[phone]
2201 West College Parkway
Carson City, NV 89703

Job Description

This position does not provide layoff rights per NAC 284.425 and employment is contingent upon funding. This position is currently funded through 6/30/2027.

Western Nevada College is recruiting for an Administrative Assistant 3 to provide centralizedadministrative and operational support to multiple executive-level departments, including the President's Office,Chief of Staff, Advancement, Marketing and Communications, Institutional Research and Effectiveness (IRE),
Human Resources, and General Counsel. This position will provide coordination of purchasing activities, budget tracking and reconciliation, travelarrangements and reimbursements, hosting reimbursement, meeting logistics, records management, events,and administrative support for executive leadership.

Duties and Responsibilities

President & Executive Offices Customer Support

• Serve as first point of contact for visitors, students, faculty, staff, andexternal stakeholders to the President's Office, Advancement, Marketing, IRE, and General Counsel, in person and by phone

• Greet and direct visitors professionally, maintaining a welcoming officeenvironment

• Screen incoming inquiries, calls, and visitors directed at the President andsenior leaders to assess urgency, sensitivity, and appropriate routing;determining which matters warrant escalation to the Executive Assistant,President, , or other senior leaders

• Evaluate and triage inquiries to determine whether they require executiveattention, can be redirected to another department, or can be resolveddirectly at the front-line level

• Manage the President's Office general email inbox and voicemail,responding to or forwarding messages as appropriate

• Handle sensitive or confidential matters with discretion andprofessionalism

• De‑escalate and diffuse interactions with upset, frustrated, or distressedconstituents (students, parents, faculty, staff, community members) usingtact, empathy, and professionalism

• Follow up with constituents as appropriate to confirm their inquiry wasaddressed or routed correctly, ensuring a positive experience with thePresident's Office

President's Office Budget, Accounting, & Procurement Support

• Assist with day-to-day budget tracking and monitoring for the President's Office

• Research and identify qualified vendors and suppliers for goods andservices needed by the President's Office, Chief of Staff, Advancement,Marketing, Human Resources, IRE, and General Counsel, obtaining quotesand comparing pricing, quality, and terms

• Maintain organized records of vendor contracts, agreements, and pricingfor reference and renewal tracking

• Process and reconcile procurement transactions, including purchaserequisitions, purchase orders, and invoices for the President's Office, Chiefof Staff, Advancement, Marketing, Human Resources, IRE, and GeneralCounsel

• Support accounts payable functions, including coding expenses to correctbudget lines/accounts

• Assist with p-card (procurement card) reconciliation and documentation for leadership offices

• Prepare and submit check requests, reimbursements, and vendor paymentpaperwork

• Maintain accurate financial records and supporting documentation incompliance with institutional policies

• Assist with budget variance tracking and basic financial reporting

• Liaise with the Business Office/Accounting/Procurement departments to resolvediscrepancies

Executive Travel & Expense Coordination

• Arrange domestic and international travel for the President and othersenior staff as directed, including flights, lodging, ground transportation,and itineraries

• Prepare detailed travel itineraries and ensure all logistics align with thePresident's schedule

• Process travel authorizations and pre-approvals in accordance withinstitutional policy

• Reconcile travel expenses and prepare expense reports followingcompletion of travel

• Track and maintain records of travel-related expenditures against budget

• Ensure compliance with institutional and state travel policies and procedures

Event Support & Coordination

• Assist in planning and executing events hosted or sponsored by thePresident's Office (e.g., receptions, donor events, board meetings, campusceremonies)

• Coordinate event logistics, including venue reservations, catering,AV/technical needs, and vendor coordination

• Prepare event materials, invitations, RSVPs, and attendee lists

• Support on-site event setup, coordination, and breakdown

• Assist with post-event follow-up, including thank-you correspondence andexpense reconciliation

Administrative Support, Recordkeeping, and Reporting

• Maintain organized electronic and physical filing systems for thePresident's Office

• Draft, format, edit, and proofread correspondence, memos, reports, andpresentations

• Support scheduling and calendar management as backup to the ExecutiveAssistant

• Take and distribute meeting minutes as needed

• Compile data and prepare routine reports for the President's Office

• Order and manage office supplies and equipment

• Perform other administrative duties as assigned to support the efficientoperation of the President's Office

• Provide back-up administrative support to the Senior Executive Assistantto the President during periods of absence, high workload, or peak demand, including calendar management, correspondence, and inquiryhandling

• Assist with research, data gathering, and compilation of materials insupport of executive decision-making

• Provide logistical and administrative support for institutional committees, taskforces, or working groups as assigned

Other Duties as Assigned

• Support the President, Senior Executive Assistant, and other senior leaders on special projects and initiatives as directed

• Step in to support cross-functional office needs during staff transitions,absences, or periods of organizational change

• Assist other members of the President's Office team with overflow work toensure continuity of operations

• Support special institutional initiatives such as strategic planning, boardrelations, or campus-wide events as needed

Essential Qualifications

• Graduation from high school or equivalent education and three (3) 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 (1) year of experience as an Administrative Assistant II in Nevada State service; OR

• An equivalent combination of education and experience as described above.

Schedule

The typical work schedule is Monday through Friday from 8:00 am to 5:00 pm; this is subject to change based on organizational needs.

Department Contact Information

• Tracy Mendibles, Senior Executive Assistant to the President: [e-mail]

Compensation Grade

Grade 27

Minimum: Grade27 Step 1 $46,207.44 annually

The classified employee pay scale is divided into 10 steps within each grade. Most employees start ata step1 and are eligible for an annual step increase with satisfactory performance, until they reach the maximum, step 10. Salary placement above a Step 01 atinitialappointment isdeterminedbased on the candidate’s qualifications, internal equity and budgets, and Nevada Administrative Code.

Classified employees are eligible for any legislatively approved cost of living increases (COLA).

To view the classified compensation schedules, please visit: Classified Compensation. SelectSalaryschedule, PP01.

BENEFITS

• Retirement– Public Employees’ Retirement System of Nevada (PERS) Employeesare required toparticipateinThe Public Employees’ Retirement System of Nevada (PERS) upon hire,a definedbenefit plan. Members are eligible for retirement benefits after a 5-year vesting period. Employees contribute under either a post-tax plan, with the employee and college each contributing 19.25% of the employee’s salary (38.5% combined contribution); or under a pre-tax plan with the college contributing 36.75% of the employee’s salary on their behalf with employees paying for their half of the PERS contribution through a pre-tax salary reduction. For information on contribution rates, please visit: NV PERS Contribution Rates. Please visit the Benefit Estimator Retirement Calculator for more information.

• The Nevada System of Higher Education (NSHE) does notparticipatein the federal Social Security System but does contribute to the federal Medicare program. This means that while you are employed by NSHE neither you nor NSHE contribute to SocialSecurityand you do not earn a Social Security benefit.

• Health insuranceoptions including dental,visionand life insurance -Health Insurance

• Voluntary supplemental retirement plans, both pre-tax and Roth options available (403b, 457b plans) –Voluntary Retirement Savings

• Generousannual leave(15-days annually),sick leave(15-days annually), 12paid holidays-Classified Benefits

• Workers’ compensation is paid 100% by the employer. It covers employeesin the event ofwork-related injuries.

• ComPsych our Employee Assistance Program offers resources andassistanceto Faculty and Staff -EAP Program

• Voluntary benefitsincluding:accident, disability, legal services, and more –Voluntary Benefits

Perks of Working at WNC

• Beautiful campuslocatedalongnumerousbiking and walking trails

• The WNC Fitness Center offers