Administrative Assistant 4 - Workforce, Career & Technical Education

Nevada System of Higher Education; Carson City (NV); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Health Insurance

Annual leave

WNC Fitness Center

ComPsych EAP Program

Child Development Center

Voluntary Benefits

Free Parking

No State Income Tax

Job summary

Western Nevada College in Carson City seeks an Administrative Assistant 4 to provide essential support to the Workforce, Career & Technical Education (WCTE) division. You will manage division communications, calendars, meetings, and liaise with partner organizations to ensure smooth operations and compliance with NSHE regulations.

The role also covers budget monitoring, accounts maintenance, payroll related tasks, and coordination of recruiting, onboarding, and payroll functions for division

Qualifications

• Formal education: graduation from high school or equivalent with 4+ years of progressively responsible relevant work experience.
• Experience as Administrative Assistant III in Nevada State service (1 year) or an equivalent combination of education and experience.

Responsibilities

• Manage division office operations, communications, calendars and meetings.
• Coordinate division events, scheduling, and travel as needed.
• Monitor and process budget activities, expenditures, and related reports.
• Assist with payroll processes and division-level HR tasks.
• Support recruitment, onboarding, and division staff administration.

Skills

Administrative support

Secretarial duties

Communication coordination

Staff supervision

Researching information

Education

High school diploma or equivalent

Job description

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

Job Description

The Administrative Assistant 4 position provides administrative support to the Workforce, Career & Technical Education (WCTE) division. This requires an understanding of various industry sectors and their associated requirements and operations, as well as the ability to provide support, develop networks and maintain relationships with student populations, faculty, industry partners, state and accrediting agencies, the general public and other stakeholders. It is imperative that the position provides consistent, quality, and timely support of the division to ensure that WNC meets industry standards, maintains credibility, and continues to provide evolving educational services that align with the changing educational and workforce demands.

Duties and Responsibilities

Management of the division office

• Coordinate division communications via email, telephone, Zoom and other media, ensuring that appropriate parties are included.
• Manage day to day division operations and events, student worker schedule and supervision, Teaching Assistant schedule and tracking, and division calendars.
• Receive, sort and distribute divisional mail and pertinent emails.
• Maintain relationship with partner organization contacts, community/government agencies, and industry partners as appropriate to division operations.
• Lead development, documentation, review and implementation of division procedures and processes, ensuring compliance with NSHE, institution and other applicable regulations/requirements
• Serve as liaison for the division regarding agency activities, operations and programs
• Provide comprehensive clerical support for the Division Leader and others, as assigned
• Organize, schedule, and manage faculty and divisional meetings including tracking and archiving minutes
• Organize, coordinate, support and attend division hosted events and meetings, as well as events in which the division participates, and develop/maintain processes and records (ie. CTSO competitions, career fairs, award/recognition events, tours, etc.)
• Act as “first line” support and intervention for division equipment (printers, laptop access, loaned equipment, office supplies, etc.).
• Assist clubs and club advisors with the procedures for organizing and conducting events, fundraising activities, and team travel including protocols for booking airline and hotel reservations and submission of receipts for reimbursement.
• Submit and track various forms and processes required/needed by other departments on behalf of the division faculty and staff including but not limited to: Human Resources, Facilities, Business Office, Computing Services
• Maintain efficient recordkeeping systems to include compliance, scheduling requests, certifications, contracts, training, technology, membership, and any other items of concern for the department
• Contribute to the division and WNC institutional shared governance by participating in ongoing ad hoc committees, search committees, division assistant meetings, and all college meetings and events as deemed necessary
• Update WCTE webpages with current information, revised forms and updated materials for each course/program

Budget monitoring, accounts maintenance, and purchasing:

• Monitor, track, reconcile and complete related budget activities for all division accounts to include lab accounts, state accounts, and grants (revisions, amendments, transfers, JVs, etc.)
• Autonomously determine account usage and spending classification according to WNC and NSHE policies and procedures
• Collaborate with the CFO office, division leader, other departments and college stakeholders in the development of consistent processes and procedures for budgets, tracking, expenditures, and reporting
• Coordinate the annual budget planning process, providing documentation and recommendations to inform FY planning to include forecasting budget needs, preparing reports, and preparing budget requests, including justification
• Ensure division meets all budget timelines and deadlines
• Conduct payroll processes to include Period Activity Pay, monitor/reconcile/track instructor budgets, and coordinate processing activities
• Manage the division’s expenditures to include ordering program supplies and equipment, submit requisitions, close purchase orders, and verify pcard transactions
• Initiate, organize and coordinate travel arrangements, claims, and reimbursements and complete clerical accounting processes for spend authorizations and expense reports in Workday.
• Adhere to and enforce all purchasing card requirements, NSHE and institution fiscal requirements.

Academic Affairs Support

• Work with the Division Leader on special projects to include research, interpreting materials, summarizing, compiling, organizing, and preparing materials
• Manage the division portion of recruiting, hiring, onboarding, and offboarding processes for academic and administrative faculty, part-time instructors (LOA’s), and hourly employees in coordination with HR
• Manage the division portion of payroll functions including monitoring time (TAs) and, entering, reviewing, verifying, and correcting Period Activity Pay
• Collaborate with faculty and Division Leader to develop and implement teaching assistant planning and scheduling
• Hire, schedule, supervise and evaluate student workers
• Provide professional program support to include, but not limited to scheduling, staffing records, identify instructors, contracts, compliance, program tracking, etc.
• Provide student support to include documentation, forms, eligibility requirements, inquiries, illness/injury reporting, etc.
• Interpret and explain policies and procedures to division faculty and staff to ensure accurate completion of tasks to promote a positive and productive culture and work environment.
• Support, maintain, and build relationships through communications and partnerships

Other duties as assigned.

Essential Qualifications

• Graduation from high school or equivalent education and four (4) 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 (1) year of experience as an Administrative Assistant III in Nevada State service; OR
• An equivalent combination of education and experience as described above.

Schedule

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

Department Contact Information

• Paul Seybold, Director, Workforce, Career & Technical Education: [e-mail] or 775-445-3305

Compensation Grade

Grade29

Minimum:Grade29, Step01. Annually $50,153.76

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)

Employees are required to participate in The Public Employees’ Retirement System of Nevada (PERS) upon hire, a defined benefit plan. Members are eligible for retirement benefits after a 5-year vesting period.

Please visit the Benefit Estimator Retirement Calculator for more information.

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

Perks of Working at WNC

• Beautiful campus located along numerous biking and walking trails
• Health insurance options including dental, vision and life insurance - Health Insurance
• Voluntary supplemental retirement plans, both pre-tax and Roth options available (403b, 457b plans) – Voluntary Retirement Savings
• Generous annual leave (15-days annually), sick leave (15-days annually), 12 paid holidays - Classified Benefits
• The WNC Fitness Center offers free Faculty and Staff memberships - WNC Fitness Center
• Workers’ compensation is paid 100% by the employer. It covers employees in the event of work-related injuries.
• ComPsych our Employee Assistance Program offers resources and assistance to Faculty and Staff - EAP Program
• Discounted WNC Staff rates for our Child Development Center which has received Four Star Recognition from the Nevada Silver Star Quality Rating and Improvement System - Child Development Center
• Voluntary benefits including: accident, disability, legal services, and more – Voluntary Benefits
• Free parking and plenty of it!
• No State income tax!

Education Benefits for Classified Employees and Family Members

WNC is proud to provide a reduced-rate tuition benefit to faculty and qualified dependents. Classified employees can take up to six credits per semester at a reduced rate. More information can be found in the Classified Tuition Reimbursement Policy. Additionally, we offer a Classified Family Grant-in-Aid for spouses, domestic partners, and dependents of classified employees (working at least a 50% full-time equivalent). More information can be found in the Classified Family Grant-in-Aid Policy.

Exempt

No

Full-Time Equivalent

100.0%

Required Attachment(s)

Please note, once you submit your application the only attachment/s viewable to you will be the attachment/s to the resume/CV section of the application. Any additional required attachment/s to the cover letter, references, additional documents sections of the application, will not be viewable to you after you submit your application. All uploaded attachment/s will be on the application for the committee to review. To request updates to attachments, prior to review of applications, please contact the candidate helpdesk at [e-mail].

Resume/CV – (required) 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.

Contact Information for Three Supervisory References – (required) Please make a note if you do not want your present employer contacted unless necessary to determine your qualifications for the position.

Transcripts – (optional) If you have not graduated, please attach your transcripts to receive education credit for classes you have taken. Credit is given for classes relevant to the position.

Veteran Interview Consideration – (optional) – To receive interview consideration for veterans and veterans with a service-connected disability, proof is required at the time of application. Please attach proof electronically to your application under the Veteran Document(s) section. (Examples of acceptable documents include DD-214, disability letter from Veteran’s Administration, etc).

This posting is open until filled

Posting Close Date

Note to Applicant

TITLE IX STATEMENT

WNC 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), sex (including pregnancy or related conditions), military status or military obligations, sexual orientation, gender identity or expression, genetic information, national origin, race (including hair texture and protective hairstyles such as natural hairstyles, afros, bantu knots, curls, braids, locks and twists), color, or religion.

WNC does not discriminate on the basis of sex in any education program or activity that it operates. The college’s commitment to nondiscrimination in its education programs and activities extends to applicants for admission and employment.

Inquiries concerning the application of these provisions and/or questions as to how to file a complaint of unlawful discrimination may be referred to WNC’s Civil Rights Specialist & Title IX Coordinator:

Victor Navarro at [e-mail] or [phone]

Western Nevada College

2201 West College Parkway

Bristlecone Building, Room 154

Carson City, NV 89703

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.

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

HR will attempt to verify academic credentials upon receipt of hiring documents. If the academic credentials cannot be verified, HR will notify the faculty member that an official transcript of their highest degree must be submitted within thirty days of the faculty member’s first day of employment.

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.

For positions that require driving, evidence of a valid driver’s license will be required at the time of hire and as a condition of continued employment.

All document(s) must be received on or before the closing date of the job announcements (if a closing date is provided).

Schedules are subject to change based on organizational needs.

Western Nevada College does not sponsor Visas. All applicants must be eligible to work in the United States, without sponsorship, at the time of hire and as a condition of continued employment.