Administrative Assistant UNLV University Libraries, R0152703

Administrative Assistant 3

This position will be scheduled Monday through Friday 8:00am to 5:00pm; this is subject to change based on organizational needs.

The Administrative Assistant 3 works in the Library Administration Business and Finance unit and reports to the Director of Business and Finance.

The Administrative Assistant 3 (AA3) position communicates, assists and provides information in a timely professional manner. The position is responsible for ordering and purchasing of library supplies, goods, and services not related to our collections. The AA3 will be responsible for independently researching and initiating contact with suppliers to purchase items, including computer equipment/software/licenses, library equipment, furniture, office supplies, consultant services, etc.

and will manage the procurement process from start to completion. They will review quotes, proposals, contracts, scope of work and insurance documents to ensure compliance with Library, University, NSHE, and grant regulations. They must be skilled with computer programs, databases and internet research, and will enter detailed purchasing documents into various UNLV systems. They must be able to compose business correspondence and explain complex purchasing requirements to both external suppliers and library faculty and staff.

They will create spreadsheets and databases to track purchases and prepare analysis of purchases by Library department, vendor, and purchase type. The AA3 will also be responsible for reconciliation, online deposits, and reporting of Library cash, credit card, and check revenue totaling $50,000+ per year and must ensure accuracy. Preparation of payment vouchers and print requests, in addition to processing invoices for payment, are included in the job duties.