What are the responsibilities and job description for the Administrative Assistant 3 - Information Desk position at Western Nevada College?
Thank you for your interest in employment with our institution. 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.
If you need assistance or have questions regarding the application process, please contact:
Human Resources
(775) 445-4237
2201 West College Parkway
Carson City, NV 89703
humanresources@wnc.edu
(775) 445-4237
2201 West College Parkway
Carson City, NV 89703
Job Description
Western Nevada College is recruiting for an Administrative Assistant 3 to lead and provide oversight to student workers serving as front-facing support at the WNC information desk to ensure excellent customer service and create an outstanding impression of WNC.
This position provides support and customer service to the WNC college community, WNC stakeholders and students, sharing a wide variety of information about the college, as well as providing some administrative assistance to the Chief Advancement Officer, WNC Foundation Board of Directors and the Advancement Team.
Duties and Responsibilities
CUSTOMER SERVICE/RESPONSE TO INQUIRIES
- Respond to all public inquiries and provide guidance/direction to on-campus students who require information about WNC
- Screen and route calls, including but not limited to assessing the relative importance of each call; responds to requests for information; diffuse difficult situations involving clients/callers who may have been referred by staff
- Assist students including providing standard and routine information concerning major and minor requirements, core curriculum requirements, and institutional policies and requirements; assist students in completing online registration forms and online applications
- Assist students, staff and faculty by providing information related to college wayfinding, course content and timelines
- Interpret and apply department, program and institutional policies and applicable regulations; refer students to higher level staff or faculty for advice related to career opportunities, academic difficulties, waivers and exceptions to curricular requirements
- Screen incoming student inquiries and provide informational packets to prospective students and new college applicants
- Update campus bulletin boards, information racks and online job opportunity listings across all WNC buildings on all three campuses, ensuring all information is presented in an attractive manner and is current
- Manage inventory and transactions, tracking revenue and ensuring profit for the Foundation Store
- Maintain tracking of incoming calls and walk-up traffic
- Offer directional support to campus visitors
ADMINISTRATIVE SUPPORT TO
- Manage Chief Advancement Officer's calendar. Schedule meetings, appointments, and commitments with precision and efficiency. Prioritize tasks and manage competing demands, ensure schedule maximizes productivity while allowing time for travel to off-campus appointments, in-office reporting, strategic planning and focus time. Communicate with community and college stakeholders, including WNC Foundation Board members as meeting requests, appointments and schedules evolve in a fast-paced environment
- Assist Chief Advancement Officer in developing weekly team meeting agendas, donor meeting agendas and campus tour plans as well as acting as back-up to the development coordinator on Foundation Quarterly Meetings and Foundation Finance Committee meeting minutes and agendas. Maintain a high level of professionalism in formatting and consistency in content, carrying team initiatives from one agenda to the next and maintaining a historical file of past documents
- Provide assistance to the advancement team as needed on administrative tasks such as filing, marketing/fundraising mailings, filing, organizing and other duties as assigned
- Maintain and organize event spreadsheets to include items such as attendance, ticket sales, auction item tracking, vendor tracking and contact information as assigned
- Track inventory and sales from Foundation store, alerting when inventory is low in time to allow ordering of new items prior to depletion. Manages outreach to the college community regarding new item sales, discounted items and manages items that are not in inventory but can be custom-ordered
- Meticulously track fundraising efforts involving high-value items, ensuring items and funds are recorded accurately and immediately
- Track and respond to online donor and community inquiries and prospects. Determine when to set appointments with the Chief Advancement Officer, when to direct the inquiry to a member of the advancement team and when to respond directly or provide support materials
- Prepare for board meetings, ordering food items, identifying meeting locations, setting up for meetings and ensuring an optimal environment for productive meetings
- Respond to requests in a timely and organized manner to optimize effectiveness of the Chief Advancement Officer, Advancement Team and the WNC Foundation Board members
- Track incoming information from Foundation Board members and Foundation email, responding directly when appropriate and forwarding inquiries to the appropriate department when necessary
- Ensure Information Desk and Advancement Team areas are kept in a neat, orderly and client-ready manner
STUDENT WORKER OVERSIGHT
- Recruit, interview and hire student workers for the information desk
- Work closely with the financial aid office to complete contracts and collect student award information
- Serve as the primary supervisor for information desk student workers
- Set expectations, direct and train work-study students in providing customer service duties and a variety of projects
- Provide evaluations, feedback, and corrective action consultation as needed
- Update student worker policies and procedures handbook
- Track work study awards and process payroll
- Ensure student workers have consistent oversight and work hours do not conflict with course schedules
- Provide additional assignments from the Advancement Team to expand student learning opportunities and develop skills that will help them in the future
ASSIST WITH FOUNDATION EVENTS
- Support execution of events, manage spreadsheets, volunteer recruit software and provide information to the community about events
- Assist with event setup, operation of events and cleanup
- Keep an up-to-date list of available caterers and food service options to assist with
WNC FOUNDATION BOARD MEETING ADMINISTRATION
- Post minutes and agendas at various locations through the WNC service area in accordance with open meeting law requirements, working with the assistant development director to ensure accuracy
- Work with the webmaster and development coordinator to ensure public-facing foundation website pages are orderly and contain current board members, meeting agenda, meeting minutes and financial information
PER EXECUTIVE ORDER 2024-007
ALL MINIMUM QUALIFICATIONS HAVE BEEN WAIVED FOR THIS POSITION UNTIL JUNE 30, 2025. Please refer to the link for more information:
https://gov.nv.gov/Newsroom/ExecOrders/Executive-Orders/
Incumbents possess a degree of knowledge and proficiency sufficient to perform advanced-level work and may provide work direction and training to others.
Required Qualifications
- This position requires 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.
Compensation Grade
Grade 27
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. 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. 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 17.5% of the employee’s salary (35% combined contribution); or under a pre-tax plan with the college contributing 33.5% 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
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. For additional information, please see:
Windfall Elimination Provision
Remarkable Retirement
Our retirement plan is beyond compare. WNC generously matches retirement contributions for Nevada PERS members at the rate of 17.5% or 16.75% depending upon the employee’s elected retirement plan, Employer Paid or Employee/Employer Paid.
Employees are enrolled in The Public Employees’ Retirement System of Nevada (PERS) upon hire. 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 the committee review of applications, please contact the candidate helpdesk at
jobs@unr.edu
.
Attach the following attachment(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 – (required)
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
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
Newly hired faculty must assure that their official transcript is sent by the degree granting institution(s) to Western Nevada College, Human Resources Office within 30 calendar days from the effective date of employment.
Academic degrees must have been awarded by regionally accredited institutions.
Employment is contingent on the completion of appropriate background verification, which may include criminal history, credit history, sex and violent offender registry, education verification, licensure, and employment history to be administered by the Western Nevada College Human Resources office.
