Administrative Assistant 4 - Library
Nevada State College (NSC) appreciates your interest in employment.
To ensure your application process runs smoothly, we ask that you keep in mind the following when completing your application:
The required documents are listed below on the posting.
Your application may not be considered if you do not attach the required documents.
Draft applications are saved automatically and can be accessed through your candidate home account.
Completed applications must be submitted prior to the close of the recruitment.
Once a recruitment has closed, applications will no longer be accepted.
Please note, recruitment will close without notice when a hiring decision has been made.
If you need assistance or have questions regarding the application process, please contact the Human Resources department at (702) 992-2320 or email protected .
Job DescriptionThe Marydean Martin Library at Nevada State University (NS), recipient of the 2020 ACRL Excellence in Academic Libraries award, invites applications for an Administrative Assistant 4 position.
Reporting to the Dean of the Library, the successful candidate will join a dynamic team with a nationally recognized culture of excellent service and dedication to student success.
The Administrative Assistant 4 plays a critical role in managing administrative support activities for the Library.
Diversity and Inclusion Statement:
Nevada State University, a four-year Minority Serving public institution with a statewide mission, is dedicated to excellence in teaching and learning and committed to the advancement of a diverse and largely under-served student population.
Designated a Hispanic Serving (HSI) and Asian American Native American Pacific Islander Institution (AANAPI), NS is a university where teaching and student support are valued above all else.
A majority of our students are first generation, racial/ethnic minorities, parents, and/or returning students, of which 45% are Hispanic, 12% are Asian/Pacific Islander, 11% are Black/African American, 25% are White, and 7% are multiracial.
We celebrate the storied backgrounds of our campus community.
We operate with a shared commitment to represent and serve the diverse population of Nevada and to encourage the exchange of ideas that respects and honors the lived experiences of our students, staff, and faculty.
We foster a culture of inclusive excellence so our members can live authentically, fully engage, and flourish.
In order to strengthen the university and progress its mission, the university dedicates itself to intentional and ongoing reflection to meeting the evolving needs of NS, the surrounding communities, and the State of Nevada.
We seek applicants who are passionate about working with this promising student population and collaborating with faculty and staff across departments to make a lasting impact in developing our institution and our community.
We encourage you to highlight your background in fostering an inclusive campus culture and supporting the success of students who are historically underrepresented in higher education.
Position
Responsibilities:
Administrative Support for the Marydean Martin Library Assists the Library with major projects and assignments; compiles and summarizes information on request; composes narrative reports, announcements, correspondence, findings of fact and other materials.
Obtains and records specialized information concerning program activities and clientele and communicates with representatives of external entities as required; ensures compliance with legal requirements and procedures, NSHE policies and program guidelines; develop remedies for non-compliance or refers to appropriate personnel according to established procedures.
Maintains library records and tracks the progress and outcome of contracts, personnel and project activities; develops and implements effective and efficient recordkeeping systems and ensure that information is logically organized, appropriately cross-referenced, and accessible to the unit and campus stakeholders; ensures confidentiality of sensitive information which is not part of the public record.
Organizes, coordinates and attends official ceremonies, special events, recruitment fairs and other functions for the purpose of representing a program or the administrator; promotes positive public relations and ensures smooth operation of the event including arrangements for parking, catering, seating and other amenities.
Coordinates communication between the Dean and other professional and administrative staff both within and outside the Library; receives and relays sensitive information related to agency activities, personnel and clientele; provides explanations regarding established policies and procedures.
Budget, Accounting and Fiscal Management Assists the Library in developing fiscal, operational and procedural program plans by examining historical trends, presenting requirements, and projecting costs and trends; plans the sequence of detailed steps required to accomplish program objectives; develops, revises, and maintains Library operational procedures and manuals.
Compiles, organizes and consolidates financial and statistical data required to assist in the development of the Library's annual budget; analyzes and reconciles numerical data and narrative information; develops spreadsheets to facilitate data analysis of expenditures; compiles cost sheets; prepares reports and budget documents according to specific instructions from the Nevada State University Budget Office.
Prepares reports which summarize financial and statistical information related to the Library's budget, accounts, activities, users and operations; advises the Dean of unusual trends, funding levels and expenditures; assists with budget development by compiling information to support projected expenditures in specific areas such as operating costs, travel costs, and staff development.
Creates and maintains spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships; prepares special reports for other units and external entities.
Maintains and monitors financial and statistical information related to Library accounts, travel, licenses, bonding, programs and activities, and expenses; ensures data is current, complete and accurate; maintains current balances; authorizes expenditures within clearly designated areas of responsibility and spending limitations established by campus regulations.
Identifies information from a variety of internal and external sources for projects which may include unique purchases; identifies sources of information and communicates with vendors and others concerning technical aspects of the project/purchase; evaluates and compares information; reports findings to the Dean.
Monitors expenditures; maintains spending and budget records and prepares reports; supports budget planning through data gathering and analysis.
Processes invoices, department travel requests, purchase orders, requisitions, payments, and other business processes in Workday.
Collaborates with and serves as a resource for the Library team regarding acquisitions and budgetary issues; obtains information required for acquisitions decisions and execution; acts as a liaison for business matters to other university personnel.
Personnel Records ManagementOrganizes and coordinates recruitment activities for academic faculty, administrative faculty, classified staff, and student worker positions; ensures appropriate distribution of recruitment announcements; compiles and organizes information provided by applicants in accordance with established personnel rules, regulations, policies, and procedures; provides administrative support to search committees as assigned.
Training and Professional Development Actively participates in professional training opportunities.
Keeps knowledge and skills current in assigned responsibilities.
Minimum
Qualifications:
Graduation from high school or equivalent education and four 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 year of experience as an Administrative Assistant III in Nevada State service; OR an equivalent combination of education and experience as described above.
Eligibility to work in the United States without sponsorship (NS does not sponsor employment-related visas).
Please note:
Applicants must meet the posted minimum qualifications at the time of application in order to be considered for the position.
Preferred
Qualifications:
Proficiency with the Microsoft Office Suite (i.
e.
Word, Excel, PowerPoint).
Excellent customer service skills.
Excellent oral and written communication skills.
Ability to build relationships with administrators, faculty, staff, and students.
Creativity in problem-solving and enthusiasm for self-directed projects.
Enthusiasm for collaborating with campus stakeholders.
Ability to work comfortably with ambiguity, to progress multiple priorities/projects simultaneously, and flexibility to accommodate shifting priorities.
Ability to work both independently and collaboratively in a team-based environment.
Bachelor's degree from an accredited institution.
Experience in higher education.
Experience with business processes in Workday.
Salary & BenefitsBudgeted salary for this position is $45,184.
32.
Nevada State University offers excellent benefits, including a generous vacation & sick benefits, 12 paid holidays, educational benefits, a choice between three health insurance plans that can be supplemented with flexible spending accounts or health savings accounts, and an excellent pension retirement plan through the Public Employees' Retirement System of Nevada.
The plan requires employees to withhold 17.
5% of the budgeted salary toward retirement with an equal employer match of 17.
5%.
No relocation assistance is provided for this position.
The typical work schedule is Monday through Friday from 8:
00 a.
m.
to 5:
00 p.
m.
Occasional evening and weekend hours may be required.
This Posting is Open Until FilledQualified 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.
Special Instructions for Internal NSHE ApplicantsNS employees or employees within the Nevada System of Higher Education (NSHE, UNLV, UNR, NS, CSN, TMCC, WNC, GBC, or DRI) MUST use the Browse Jobs process within Workday to find and apply for jobs at N 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.
If you complete an application outside of the internal application process, your application will be returned and you will have to reapply as an internal applicant which may delay your application.
Travel ReimbursementOut of Area/State Candidates will not be offered travel reimbursement.
Exempt NoFull-Time Equivalent100.
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 the committee review of applications, please contact the candidate helpdesk at email protected .
Please upload the following documents:
Detailed resume listing relevant qualifications and experience; Cover Letter indicating why you are a good fit for the position and Nevada State University; Names and contact information of three references (you will be notified before references are contacted); 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 Resume/CV section.
(Examples of acceptable documents include DD-214, disability letter from Veteran's Administration, etc.
) Applications that do not include the required uploaded documents may not be considered.
Posting Close DateNote to ApplicantApplicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications in their cover letter.
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.
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.
Nevada State College does not currently sponsor Visas, all applicants must be eligible to work in the United States without sponsorship.
Nevada State College Recommended Skills Administration Business Processes Communication Confidentiality Coordinating Creativity Estimated Salary: $20 to $28 per hour based on qualifications.
To ensure your application process runs smoothly, we ask that you keep in mind the following when completing your application:
The required documents are listed below on the posting.
Your application may not be considered if you do not attach the required documents.
Draft applications are saved automatically and can be accessed through your candidate home account.
Completed applications must be submitted prior to the close of the recruitment.
Once a recruitment has closed, applications will no longer be accepted.
Please note, recruitment will close without notice when a hiring decision has been made.
If you need assistance or have questions regarding the application process, please contact the Human Resources department at (702) 992-2320 or email protected .
Job DescriptionThe Marydean Martin Library at Nevada State University (NS), recipient of the 2020 ACRL Excellence in Academic Libraries award, invites applications for an Administrative Assistant 4 position.
Reporting to the Dean of the Library, the successful candidate will join a dynamic team with a nationally recognized culture of excellent service and dedication to student success.
The Administrative Assistant 4 plays a critical role in managing administrative support activities for the Library.
Diversity and Inclusion Statement:
Nevada State University, a four-year Minority Serving public institution with a statewide mission, is dedicated to excellence in teaching and learning and committed to the advancement of a diverse and largely under-served student population.
Designated a Hispanic Serving (HSI) and Asian American Native American Pacific Islander Institution (AANAPI), NS is a university where teaching and student support are valued above all else.
A majority of our students are first generation, racial/ethnic minorities, parents, and/or returning students, of which 45% are Hispanic, 12% are Asian/Pacific Islander, 11% are Black/African American, 25% are White, and 7% are multiracial.
We celebrate the storied backgrounds of our campus community.
We operate with a shared commitment to represent and serve the diverse population of Nevada and to encourage the exchange of ideas that respects and honors the lived experiences of our students, staff, and faculty.
We foster a culture of inclusive excellence so our members can live authentically, fully engage, and flourish.
In order to strengthen the university and progress its mission, the university dedicates itself to intentional and ongoing reflection to meeting the evolving needs of NS, the surrounding communities, and the State of Nevada.
We seek applicants who are passionate about working with this promising student population and collaborating with faculty and staff across departments to make a lasting impact in developing our institution and our community.
We encourage you to highlight your background in fostering an inclusive campus culture and supporting the success of students who are historically underrepresented in higher education.
Position
Responsibilities:
Administrative Support for the Marydean Martin Library Assists the Library with major projects and assignments; compiles and summarizes information on request; composes narrative reports, announcements, correspondence, findings of fact and other materials.
Obtains and records specialized information concerning program activities and clientele and communicates with representatives of external entities as required; ensures compliance with legal requirements and procedures, NSHE policies and program guidelines; develop remedies for non-compliance or refers to appropriate personnel according to established procedures.
Maintains library records and tracks the progress and outcome of contracts, personnel and project activities; develops and implements effective and efficient recordkeeping systems and ensure that information is logically organized, appropriately cross-referenced, and accessible to the unit and campus stakeholders; ensures confidentiality of sensitive information which is not part of the public record.
Organizes, coordinates and attends official ceremonies, special events, recruitment fairs and other functions for the purpose of representing a program or the administrator; promotes positive public relations and ensures smooth operation of the event including arrangements for parking, catering, seating and other amenities.
Coordinates communication between the Dean and other professional and administrative staff both within and outside the Library; receives and relays sensitive information related to agency activities, personnel and clientele; provides explanations regarding established policies and procedures.
Budget, Accounting and Fiscal Management Assists the Library in developing fiscal, operational and procedural program plans by examining historical trends, presenting requirements, and projecting costs and trends; plans the sequence of detailed steps required to accomplish program objectives; develops, revises, and maintains Library operational procedures and manuals.
Compiles, organizes and consolidates financial and statistical data required to assist in the development of the Library's annual budget; analyzes and reconciles numerical data and narrative information; develops spreadsheets to facilitate data analysis of expenditures; compiles cost sheets; prepares reports and budget documents according to specific instructions from the Nevada State University Budget Office.
Prepares reports which summarize financial and statistical information related to the Library's budget, accounts, activities, users and operations; advises the Dean of unusual trends, funding levels and expenditures; assists with budget development by compiling information to support projected expenditures in specific areas such as operating costs, travel costs, and staff development.
Creates and maintains spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships; prepares special reports for other units and external entities.
Maintains and monitors financial and statistical information related to Library accounts, travel, licenses, bonding, programs and activities, and expenses; ensures data is current, complete and accurate; maintains current balances; authorizes expenditures within clearly designated areas of responsibility and spending limitations established by campus regulations.
Identifies information from a variety of internal and external sources for projects which may include unique purchases; identifies sources of information and communicates with vendors and others concerning technical aspects of the project/purchase; evaluates and compares information; reports findings to the Dean.
Monitors expenditures; maintains spending and budget records and prepares reports; supports budget planning through data gathering and analysis.
Processes invoices, department travel requests, purchase orders, requisitions, payments, and other business processes in Workday.
Collaborates with and serves as a resource for the Library team regarding acquisitions and budgetary issues; obtains information required for acquisitions decisions and execution; acts as a liaison for business matters to other university personnel.
Personnel Records ManagementOrganizes and coordinates recruitment activities for academic faculty, administrative faculty, classified staff, and student worker positions; ensures appropriate distribution of recruitment announcements; compiles and organizes information provided by applicants in accordance with established personnel rules, regulations, policies, and procedures; provides administrative support to search committees as assigned.
Training and Professional Development Actively participates in professional training opportunities.
Keeps knowledge and skills current in assigned responsibilities.
Minimum
Qualifications:
Graduation from high school or equivalent education and four 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 year of experience as an Administrative Assistant III in Nevada State service; OR an equivalent combination of education and experience as described above.
Eligibility to work in the United States without sponsorship (NS does not sponsor employment-related visas).
Please note:
Applicants must meet the posted minimum qualifications at the time of application in order to be considered for the position.
Preferred
Qualifications:
Proficiency with the Microsoft Office Suite (i.
e.
Word, Excel, PowerPoint).
Excellent customer service skills.
Excellent oral and written communication skills.
Ability to build relationships with administrators, faculty, staff, and students.
Creativity in problem-solving and enthusiasm for self-directed projects.
Enthusiasm for collaborating with campus stakeholders.
Ability to work comfortably with ambiguity, to progress multiple priorities/projects simultaneously, and flexibility to accommodate shifting priorities.
Ability to work both independently and collaboratively in a team-based environment.
Bachelor's degree from an accredited institution.
Experience in higher education.
Experience with business processes in Workday.
Salary & BenefitsBudgeted salary for this position is $45,184.
32.
Nevada State University offers excellent benefits, including a generous vacation & sick benefits, 12 paid holidays, educational benefits, a choice between three health insurance plans that can be supplemented with flexible spending accounts or health savings accounts, and an excellent pension retirement plan through the Public Employees' Retirement System of Nevada.
The plan requires employees to withhold 17.
5% of the budgeted salary toward retirement with an equal employer match of 17.
5%.
No relocation assistance is provided for this position.
The typical work schedule is Monday through Friday from 8:
00 a.
m.
to 5:
00 p.
m.
Occasional evening and weekend hours may be required.
This Posting is Open Until FilledQualified 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.
Special Instructions for Internal NSHE ApplicantsNS employees or employees within the Nevada System of Higher Education (NSHE, UNLV, UNR, NS, CSN, TMCC, WNC, GBC, or DRI) MUST use the Browse Jobs process within Workday to find and apply for jobs at N 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.
If you complete an application outside of the internal application process, your application will be returned and you will have to reapply as an internal applicant which may delay your application.
Travel ReimbursementOut of Area/State Candidates will not be offered travel reimbursement.
Exempt NoFull-Time Equivalent100.
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 the committee review of applications, please contact the candidate helpdesk at email protected .
Please upload the following documents:
Detailed resume listing relevant qualifications and experience; Cover Letter indicating why you are a good fit for the position and Nevada State University; Names and contact information of three references (you will be notified before references are contacted); 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 Resume/CV section.
(Examples of acceptable documents include DD-214, disability letter from Veteran's Administration, etc.
) Applications that do not include the required uploaded documents may not be considered.
Posting Close DateNote to ApplicantApplicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications in their cover letter.
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.
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.
Nevada State College does not currently sponsor Visas, all applicants must be eligible to work in the United States without sponsorship.
Nevada State College Recommended Skills Administration Business Processes Communication Confidentiality Coordinating Creativity Estimated Salary: $20 to $28 per hour based on qualifications.
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