Administrative assistant 3 - president's office

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Human Resources
humanresources@wnc.edu
(775) 445-4237
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 centralized administrative 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, travel arrangements 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, and external 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 office environment.
• Screen incoming inquiries, calls, and visitors directed at the President and senior 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 executive attention, can be redirected to another department, or can be resolved directly 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 and professionalism.
• De-escalate and diffuse interactions with upset, frustrated, or distressed constituents (students, parents, faculty, staff, community members) using tact, empathy, and professionalism.
• Follow up with constituents as appropriate to confirm their inquiry was addressed or routed correctly, ensuring a positive experience with the President'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 and services needed by the President's Office, Chief of Staff, Advancement, Marketing, Human Resources, IRE, and General Counsel, obtaining quotes and comparing pricing, quality, and terms.
• Maintain organized records of vendor contracts, agreements, and pricing for reference and renewal tracking.
• Process and reconcile procurement transactions, including purchase requisitions, purchase orders, and invoices for the President's Office, Chief of Staff, Advancement, Marketing, Human Resources, IRE, and General Counsel.
• Support accounts payable functions, including coding expenses to correct budget lines/accounts.
• Assist with p-card (procurement card) reconciliation and documentation for leadership offices.
• Prepare and submit check requests, reimbursements, and vendor payment paperwork.
• Maintain accurate financial records and supporting documentation in compliance with institutional policies.
• Assist with budget variance tracking and basic financial reporting.
• Liaise with the Business Office/Accounting/Procurement departments to resolve discrepancies.

Executive Travel & Expense Coordination

• Arrange domestic and international travel for the President and other senior staff as directed, including flights, lodging, ground transportation, and itineraries.
• Prepare detailed travel itineraries and ensure all logistics align with the President's schedule.
• Process travel authorizations and pre-approvals in accordance with institutional policy.
• Reconcile travel expenses and prepare expense reports following completion 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 the President's Office (e.g., receptions, donor events, board meetings, campus ceremonies).
• 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 and expense reconciliation.

Administrative Support, Recordkeeping, and Reporting

• Maintain organized electronic and physical filing systems for the President's Office.
• Draft, format, edit, and proofread correspondence, memos, reports, and presentations.
• Support scheduling and calendar management as backup to the Executive Assistant.
• 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 efficient operation of the President's Office.
• Provide back-up administrative support to the Senior Executive Assistant to the President during periods of absence, high workload, or peak demand, including calendar management, correspondence, and inquiry handling.
• Assist with research, data gathering, and compilation of materials in support of executive decision-making.
• Provide logistical and administrative support for institutional committees, task forces, 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 to ensure continuity of operations.
• Support special institutional initiatives such as strategic planning, board relations, 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: tracy.mendibles@wnc.edu

Compensation Grade

Grade 27 Minimum: Grade 27 Step 1 $46,207.44 annually

The classified employee pay scale is divided into 10 steps within each grade. Most employees start at a step 1 and are eligible for an annual step increase with satisfactory performance, until they reach the maximum, step 10. Salary placement above a Step 01 at initial appointment is determined based 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. Select Salary schedule, 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. 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 not participate in 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 Social Security and you do not earn a Social Security benefit.

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 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 Voluntary benefits including: accident, disability, legal services, and more – Voluntary Benefits

Perks of Working at WNC

• Beautiful campus located along numerous biking and walking trails
• The WNC Fitness Center offers Faculty and Staff memberships - WNC Fitness Center
• 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
• 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.
• Classified Employee Family Opportunity Program - Additionally, we offer 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 jobs@unr.edu.

Please attach the following document(s) to your application:

• 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.
• Cover Letter – (optional)
• 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).

Please note that review of applications is scheduled to begin two weeks after posting. This posting is open until filled. Qualified individuals are encouraged to apply immediately. Lists of eligible candidates will be established and hiring may occur early in the recruiting process. Recruitment will close without notice when a sufficient number of applications are received or a hiring decision has been made.

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 TitleIX@wnc.edu or (775) 445-4235
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.