Administrative Assistant 4 - Workforce, Career & Technical Education

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​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

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.

Duties and Responsibilities

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 recommendations to inform FY planning to include forecasting budget needs, preparing reports, and preparing budget requests, including justification
• Ensure division meets all budget timelines and deadlines
• Conduct payroll processes to include Period Activity Pay, monitor/reconcile/track instructor budgets, and coordinate processing activities
• Manage the division’s expenditures to include ordering program supplies and equipment, submit requisitions, close purchase orders, and verify pcard transactions
• Initiate, organize and coordinate travel arrangements, claims, and reimbursements and complete clerical accounting processes for spend authorizations and expense reports in Workday.
• Adhere to and enforce all purchasing card requirements, NSHE and institution fiscal requirements.

Academic Affairs Support

• Work with the Division Leader on special projects to include research, interpreting materials, summarizing, compiling, organizing, and preparing materials
• Manage the division portion of recruiting, hiring, onboarding, and offboarding processes for academic and administrative faculty, part‐time instructors (LOA’s), and hourly employees in coordination with HR
• Manage the division portion of payroll functions including monitoring time (TAs) and, entering, reviewing, verifying, and correcting Period Activity Pay
• Collaborate with faculty and Division Leader to develop and implement teaching assistant planning and scheduling
• Hire, schedule, supervise and evaluate student workers
• Provide professional program support to include, but not limited to scheduling, staffing records, identify instructors, contracts, compliance, program tracking, etc.
• Provide student support to include documentation, forms, eligibility requirements, inquiries, illness/injury reporting, etc.
• Interpret and explain policies and procedures to division faculty and staff to ensure accurate completion of tasks to promote a positive and productive culture and work environment.
• Support, maintain, and build relationships through communications and partnerships

Other duties as assigned.

Essential Qualifications

• Graduation from high school or equivalent education and four (4) years of progressively responsible relevant work experience which included experience in one or more of the following areas: providing administrative/program support to professional staff and management; performing secretarial duties in support of a manager; coordinating communications between the manager, staff and program clientele; supervision of subordinate staff; researching information from internal and external sources; OR
• One (1) year of experience as an Administrative Assistant III in Nevada State service; OR
• An equivalent combination of education and experience as described above.

Schedule

The typical schedule is Monday through Friday 8am-5pm; this is subject to change based on organizational needs.

Department Contact Information

• Paul Seybold, Director, Workforce, Career & Technical Education: paul.seybold@wnc.edu or 775-445-3305

Compensation Grade

Grade 29

Minimum: Grade 29, Step 01. Annually $50,153.76

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. Salary placement above a Step 01 at initial appointment is determined based on the candidate’s qualifications, internal equity and budgets, and Nevada Administrative Code. 

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 19.25% of the employee’s salary (38.5% combined contribution); or under a pre-tax plan with the college contributing 36.75% 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

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%

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