Administrative Assistant 3 - President's Office

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. Y our application will not be considered without the required attachments.

​ If you need assistance or have questions regarding the application process, please contact:

• Human Resources
• humanresources@wnc.edu
• (775) 445-4237
• 2201 West College Parkway
• Carson City, NV 89703

Job Description

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 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 divide