Administrative Assistant 2 – Sciences Advising Center – College of Sciences

Administrative Assistant 2 – Sciences Advising Center – College of Sciences

Requirements

• Graduation from high school or equivalent education
• Two years of clerical and administrative support experience which included experience in one or more of the following areas: maintaining records and files; preparing a variety of materials using a personal computer or word processor; assisting customers in completing forms and applications; and/or performing secretarial duties in support of professional staff
• OR one year of experience as an Administrative Assistant I in Nevada State service
• OR an equivalent combination of education and experience as described above
• Proficiency in applying and/or learning the tools necessary for the job including, but not limited to Workday; MyUNLV (Peoplesoft); Google Application Suite; Archibus; Adobe Acrobat; Microsoft Excel; Microsoft Word

Responsibilities

• Ensure that the daily operations of the Advising Center run smoothly
• Establish and maintain a professional and welcoming environment
• Screen students to determine eligibility for advising appointments
• Review student attributes and make initial eligibility determinations based on established criteria and requirements
• Receive requests for exceptions and refer to designated academic advisor
• Train and supervise undergraduate student workers
• Create and maintain advising records and files
• Scan, save, and name documents appropriately
• Answer telephones and assist students and other visitors to the office
• Establish and maintain a confidential record keeping system for academic files
• Ensure accessibility of information and appropriate storage space is available
• Create and maintain personalized packets for new student orientation and transfer group advising sessions
• Develop purging and archiving procedures according to established records retention schedules
• Call students regarding paperwork and appointment reminders
• Pick up and distribute mail
• Open and/or close the office
• Photocopy, scan, and fax
• Take inventory and order supplies
• Provide support to assistant dean and staff from Undergraduate Advising, Career and Professional Development, First-Year Seminar and Business Communication coordinator
• Prepare documents
• Schedule appointments
• Request room reservations
• Coordinate special event logistics
• Assist with special events, receptions, and special projects

Preferred Qualifications

• Experience working in a collaborative environment in a student/community-facing position