Administrative Assistant 3 President's Office

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 centralizedadministrative and operational support to multiple executive-level departments including the Presidents OfficeChief 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 travelarrangements and reimbursements hosting reimbursement meeting logistics records management eventsand administrative support for executive leadership.

Duties and Responsibilities

President & Executive Offices Customer Support

• Serve as first point of contact for visitors students faculty staff andexternal stakeholders to the Presidents Office Advancement Marketing IRE and General Counsel in person and by phone

• Greet and direct visitors professionally maintaining a welcoming officeenvironment

• Screen incoming inquiries calls and visitors directed at the President andsenior leaders to assess urgency sensitivity and appropriate routing;determining which matters warrant escalation to the Executive AssistantPresident or other senior leaders

• Evaluate and triage inquiries to determine whether they require executiveattention can be redirected to another department or can be resolveddirectly at the front-line level

• Manage the Presidents Office general email inbox and voicemailresponding to or forwarding messages as appropriate

• Handle sensitive or confidential matters with discretion andprofessionalism

• De-escalate and diffuse interactions with upset frustrated or distressedconstituents (students parents faculty staff community members) usingtact empathy and professionalism

• Follow up with constituents as appropriate to confirm their inquiry wasaddressed or routed correctly ensuring a positive experience with thePresidents Office

Presidents Office Budget Accounting & Procurement Support

• Assist with day-to-day budget tracking and monitoring for the Presidents Office

• Research and identify qualified vendors and suppliers for goods andservices needed by the Presidents Office Chief of Staff AdvancementMarketing Human Resources IRE and General Counsel obtaining quotesand comparing pricing quality and terms

• Maintain organized records of vendor contracts agreements and pricingfor reference and renewal tracking

• Process and reconcile procurement transactions including purchaserequisitions purchase orders and invoices for the Presidents Office Chiefof Staff Advancement Marketing Human Resources IRE and GeneralCounsel

• Support accounts payable functions including coding expenses to correctbudget lines/accounts

• Assist with p-card (procurement card) reconciliation and documentation for leadership offices

• Prepare and submit check requests reimbursements and vendor paymentpaperwork

• Maintain accurate financial records and supporting documentation incompliance with institutional policies

• Assist with budget variance tracking and basic financial reporting

• Liaise with the Business Office/Accounting/Procurement departments to resolvediscrepancies

Executive Travel & Expense Coordination

• Arrange domestic and international travel for the President and othersenior staff as directed including flights lodging ground transportationand itineraries

• Prepare detailed travel itineraries and ensure all logistics align with thePresidents schedule

• Process travel authorizations and pre-approvals in accordance withinstitutional policy

• Reconcile travel expenses and prepare expense reports followingcompletion 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 thePresidents Office (e.g. receptions donor events board meetings campusceremonies)

• Coordinate event logistics including venue reservations cateringAV/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 andexpense reconciliation

Administrative Support Recordkeeping and Reporting

• Maintain organized electronic and physical filing systems for thePresidents Office

• Draft format edit and proofread correspondence memos reports andpresentations

• Support scheduling and calendar management as backup to the ExecutiveAssistant

• Take and distribute meeting minutes as needed

• Compile data and prepare routine reports for the Presidents Office

• Order and manage office supplies and equipment

• Perform other administrative duties as assigned to support the efficientoperation of the Presidents Office

• Provide back-up administrative support to the Senior Executive Assistantto the President during periods of absence high workload or peak demand including calendar management correspondence and inquiryhandling

• Assist with research data gathering and compilation of materials insupport of executive decision-making

• Provide logistical and administrative support for institutional committees taskforces 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 transitionsabsences or periods of organizational change

• Assist other members of the Presidents Office team with overflow work toensure continuity of operations

• Support special institutional initiatives such as strategic planning boardrelations 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@