Administrative Assistant , IT & Facilities, Division of Philanthropy and Alumni Engagement R0

Administrative Assistant 4, IT & Facilities, Division of Philanthropy and Alumni Engagement [R0150409]

University of Nevada-Las Vegas | Posted Feb 28

Full-time | Las Vegas | Negotiable | Entry (0-2 yrs)

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The University of Nevada, Las Vegas invites applications for Administrative Assistant 4, IT & Facilities, Division of Philanthropy and Alumni Engagement [R0150409]. The main purpose of this AA position is to provide administrative, contracting, clerical, on site troubleshooting, invoicing and billing support to the Director and the Associate Director of IT and Facilities Administration and staff. This position serves as the 'face of Philanthropy and Alumni Engagement' with the having the first interaction and often initial first impression with donors, employees, students, and public officials, both in person and on the phone.

This position answers the phone, serves as a call center, greets visitors to the Foundation building, and troubleshoots problems at the front desk. New to this position are the creation of event contracts, deposit invoices, and final invoices, as well as billing those in Workday and completing Workday journal transactions. This position will also have ownership and accountability for the upkeep and compiling of our event records to make the billing process more effective and efficient.

We are also adding the responsibility of handling donor/client issues and being frontline resolution support before escalation.

This position is responsible for maintaining and tracking inventory and procuring office supplies, and for ordering personalized stationery products for the Division of Philanthropy and Alumni Engagement (inclusive of multiple departments in 2 physical buildings, Foundation and TAM). New to this position is to research and investigate issues and questions with outside vendors. This position will also be required to problem solve possible solutions before escalating to higher levels.

This position manages the golf carts and assists in facility administration efforts and initiatives. Student schedules as well as event calendars are administered and monitored by this position. The person in this role will be responsible for maintaining multiple budgets, invoice creation, billing follow-up, and accounts payable processes, like check requests.

This position will be supervising student worker positions, and be responsible for delegating projects as well as managing the student schedules, and training. This position will also work with the Director position in regards to yearly budgeting, investigating and researching outside vendor issues, and providing any other administrative needs.

This position will help to develop fiscal, operational, and procedural plans related to IT and facility administration. They will be responsible for revising and upkeeping the front desk manual and will work closely with the AD and Director on creating new policies and procedures as well as budget planning for the next fiscal year.

The Division of Philanthropy and Alumni Engagement (PAE) fosters relationships with alumni, friends, corporations, and foundations and encourages private financial support for the students, faculty, research, and innovative programs that distinguish UNLV as an exceptional university. PAE currently employs nearly 100 team members. We seek to hire talented professionals who will share the university's vision for excellence in academics…