Administrative Assistant 3 - President's Office

Administrative Assistant 3

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: t racy.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-