Receptionist/Administrative Assistant III

Nevada System of Higher Education; Las Vegas (NV); On-site; USD 50,000 - 52,000; Full time

Job summary

Desert Research Institute in Las Vegas seeks a Receptionist/Administrative Assistant III to serve as a key contact and on-site support for the President’s Office, Chief of Staff, and other units. This full-time role requires excellent judgment, customer service, and the ability to manage multiple priorities in a dynamic campus setting.

The successful candidate will handle reception, visitor coordination, shipping/receiving, and high-level administrative tasks, ensuring security and a welcoming

Qualifications

• High school diploma or GED/equivalent.
• Minimum of one year of full-time administrative experience.
• Strong administrative, organizational, and customer-service skills.
• Professional communication with diverse groups including executives, staff, and the public.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook and scheduling systems.

Responsibilities

• Serve as the primary reception contact for DRI’s Las Vegas campus and provide a welcoming and professional experience.
• Coordinate visitor check-in and notification procedures and maintain required visitor information.
• Provide advanced administrative and project support to designated offices as needed.
• Support shipping/receiving, safety, and campus operations to ensure smooth daily activities.

Job description

Thank you for your interest in employment with the Desert Research Institute. 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 see the application instructions under each posting for information on submittal deadlines.

If you need assistance or have questions regarding the application process, contact Human Resources Hotline at [phone]or [e-mail].

Job Description

The Desert Research Institute (DRI) is seeking a highly professional, customer service-oriented Receptionist / Administrative Assistant III to serve as a key administrative resource and primary point of contact at DRI’s Las Vegas campus. This full-time and onsite position reports to the Chief of Staff.

This position plays an important role in creating a welcoming, professional, and secure environment for DRI employees, visitors, partners, donors, elected officials, dignitaries, and members of the public. The successful candidate will manage the primary reception function for the campus while providing advanced administrative and project support to the President’s Office, Chief of Staff, Vice President for Research, Environmental Health and Safety (EHS), Financial Services, Human Resources, Advancement, and other administrative and scientific units as needed.

This position is an integral part of the day-to-day operation of DRI’s Las Vegas campus. The Receptionist / Administrative Assistant III serves not only as the first point of contact for the organization but also as a trusted administrative partner supporting multiple areas of DRI.

The position requires excellent judgment, exceptional customer service, strong organizational skills, attention to detail, and the ability to successfully manage multiple priorities in a dynamic environment with frequent interruptions.

The ideal candidate will enjoy working with people, take pride in providing outstanding service, and be comfortable moving between reception responsibilities, executive administrative support, financial and operational tasks, meetings and events, shipping and receiving, and unexpected campus needs throughout the day.

Key Responsibilities

Reception, Visitor Services, and Campus Coordination

• Serve as the primary reception contact for DRI’s Las Vegas campus and provide a welcoming and professional experience for employees, visitors, vendors, donors, elected officials, dignitaries, and members of the public.

• Professionally answer and manage DRI’s main telephone line, respond to general inquiries, and direct calls to the appropriate faculty or staff member.

• Greet visitors, coordinate visitor check-in and notification procedures, and maintain required visitor information in accordance with DRI and export-control procedures.

• Serve as a point of contact for employee and visitor identification and security badge processes.

• Coordinate conference room preparation, signage, and other meeting requirements based on requester needs.

• Provide general information and directions and assist visitors in connecting with appropriate DRI personnel.

Shipping, Receiving, and Mail Services

• Manage incoming and outgoing shipping and receiving activities and maintain appropriate records and logs in accordance with DRI and NSHE policies.

• Receive, process, and distribute incoming packages and daily mail.

• Assist faculty and staff with the appropriate preparation and shipment of packages.

• Coordinate carrier pickups and communicate with shipping vendors as necessary.

• Support shipping activities involving dangerous goods and hazardous materials following completion of required training and certification.

Advanced Administrative and Financial Support

• Provide high-level administrative and project support to designated DRI administrative units, including the President’s Office, Chief of Staff, Vice President for Research, Financial Services, Environmental Health and Safety, Human Resources, and Advancement.

Safety and Security Support

• Serve as an initial point of contact for basic campus safety and security matters.

• Respond appropriately to emergency situations and assist with initiating established emergency response procedures when necessary.

• Provide information and assistance to faculty, staff, visitors, and members of the public regarding campus procedures and safety requirements.

• Maintain appropriate awareness of building activity and follow DRI safety and security protocols.

Required Qualifications

• High school diploma or GED/equivalent.

• Minimum of one year of full-time administrative experience.

• Strong administrative, organizational, and customer-service skills.

• Demonstrated ability to communicate professionally and effectively with a wide range of individuals, including administrative, technical, scientific, and academic personnel as well as members of the public.

• Demonstrated professionalism, discretion, and ability to maintain a high degree of confidentiality.

• Ability to exercise independent judgment and appropriately resolve commonly encountered administrative and customer-service issues.

• Strong interpersonal and team-oriented skills.

• Demonstrated ability to prioritize assignments and work effectively in an environment with changing priorities and frequent interruptions.

• Ability to work independently, take initiative, and carry out assignments with minimal supervision.

• Strong computer skills, including proficiency with Microsoft Word, Excel, PowerPoint, Outlook e-mail, internet applications, and scheduling systems.

• Ability to compile information and prepare reports, spreadsheets, presentations, and other business documents.

• Familiarity with standard office equipment and office administrative procedures.

• Basic knowledge of shipping and receiving procedures.

• Basic understanding of appropriate responses to emergency and safety situations.

• Ability to obtain required dangerous goods/hazardous materials shipping and receiving certification.

Preferred Qualifications

• Experience providing administrative support to senior executives or multiple organizational units.

• Experience coordinating meetings, conferences, or internal and external events.

• Experience with financial administrative processes, including travel reimbursement and purchasing card reconciliation.

• Experience with Workday, Bridge LMS, or similar enterprise and learning-management systems.

• Experience interacting professionally with executive leadership, elected officials, dignitaries, donors, external partners, and members of the public.

Conditions of Employment

• This position requires the ability to perform physical tasks associated with office, shipping/receiving, meeting, and event operations, including moving, carrying, and lifting objects weighing up to 30 pounds.

• Duties may require prolonged periods of walking, sitting, or standing and occasional stooping, bending, and kneeling.

• Employment is contingent upon successful completion of a background check.

• Valid driver’s license by date of hire.

• Due to the reception, safety, security, shipping/receiving, and campus-support responsibilities associated with this position, regular on-site presence is required.

Salary/Benefits

This is a DRI Technologist position Grade 29 with a starting salary range of $49,722.16 and is commensurate with education and experience.

DRI offers an excellent benefits package that includes health, dental, vision, and life insurance (flexible spending and health savings account options available); PERS 19.25% retirement match, 10 hours of annual leave and 10 hours of sick leave accrued per month, 12 paid holidays, and educational benefits. Additionally, there is no state income tax or social security deduction. This position is eligible for relocation assistance.

Exempt

No

Full-Time Equivalent

100.0%

Required Attachment(s)

Please upload the following documents in the specified section of your application in Workday:

• A cover letter detailing your experience and career goals;

• A current resume;

• Contact information for three professional/work-related references, to be contacted at the appropriate phase of the recruitment process based on applicant permission.

SPECIAL INSTRUCTIONS FOR INTERNAL NSHE CANDIDATES

DRI employees or employees within the Nevada System of Higher Education (NSHE) MUST use the “Browse Jobs” report within Workday to find and apply for jobs at DRI and other NSHE Institutions. Once you log into Workday, type “Browse 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, “R0153373” in the search box.

For more detailed information about DRI, please visit us at www.dri.edu. For questions regarding this position or assistance with your application, please email [e-mail] or call the recruiting office at 702-862-5548.

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.

References will be contacted at the appropriate phase of the recruitment process based on applicant notification and permission.

Newly hired faculty and postdoctoral fellows must assure that their official transcript is submitted to the Human Resources Office within 30 calendar days from the effective date of employment. Academic degrees must have been awarded by regionally accredited institutions.

This position may require a criminal background check to 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.

DRI employs only U.S. citizens and aliens authorized to work in the U.S. DRI only sponsors aliens applying for research faculty or postdoctoral fellow positions (J-1 or H-1B Visas).

All applicants hired by the Desert Research Institute are subject to E-Verify.