Administrative Assistant 4 - Workforce, Career & Technical Education

Job Description

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:
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Human Resources human resources  2201 West College Parkway Carson City, NV 89703

The Administrative Assistant 4 position provides administrative support to the Workforce, Career & Technical Education (WCTE) division. This requires an understanding of various industry sectors and their associated requirements and operations, as well as the ability to provide support, develop networks and maintain relationships with student populations, faculty, industry partners, state and accrediting agencies, the general public and other stakeholders. It is imperative that the position provides consistent, quality, and timely support of the division to ensure that WNC meets industry standards, maintains credibility, and continues to provide evolving educational services that align with the changing educational and workforce demands.

• Management of the division office
• Coordinate division communications via email, telephone, Zoom and other media, ensuring that appropriate parties are included.
• Manage day to day division operations and events, student worker schedule and supervision, Teaching Assistant schedule and tracking, and division calendars.
• Receive, sort and distribute divisional mail and pertinent emails.
• Maintain relationship with partner organization contacts, community/government agencies, and industry partners as appropriate to division operations.
• Lead development, documentation, review and implementation of division procedures and processes, ensuring compliance with NSHE, institution and other applicable regulations/requirements
• Serve as liaison for the division regarding agency activities, operations and programs
• Provide comprehensive clerical support for the Division Leader and others, as assigned
• Organize, schedule, and manage faculty and divisional meetings including tracking and archiving minutes
• Organize, coordinate, support and attend division hosted events and meetings, as well as events in which the division participates, and develop/maintain processes and records (ie. CTSO competitions, career fairs, award/recognition events, tours, etc.)
• Act as “first line” support and intervention for division equipment (printers, laptop access, loaned equipment, office supplies, etc.).
• Assist clubs and club advisors with the procedures for organizing and conducting events, fundraising activities, and team travel including protocols for booking airline and hotel reservations and submission of receipts for reimbursement.
• Submit and track various forms and processes required/needed by other departments on behalf of the division faculty and staff including but not limited to:
  Human Resources, Facilities, Business Office, Computing Services
• Maintain efficient recordkeeping systems to include compliance, scheduling requests, certifications, contracts, training, technology, membership, and any other items of concern for the department
• Contribute to the division and WNC institutional shared governance by participating in ongoing ad hoc committees, search committees, division assistant meetings, and all college meetings and events as deemed necessary
• Update WCTE webpages with current information, revised forms and updated materials for each course/program
• Budget monitoring, accounts maintenance, and purchasing:
  Monitor, track, reconcile and complete related budget activities for all division accounts to include lab accounts, state accounts, and grants (revisions, amendments, transfers, JVs, etc.)
• Autonomously determine account usage and spending classification according to WNC and NSHE policies and procedures
• Collaborate with the CFO office, division leader, other departments and college stakeholders in the development of consistent processes and procedures for budgets, tracking, expenditures, and reporting
• Coordinate the annual budget planning process, providing documentation and…