Administrative Assistant 2 - Student Services

Western Nevada College is recruiting for an Administrative Assistant 2. **This position does not provide layoff rights and is contingent upon funding. This position is full-time and will be a shared position supporting both the Academic Scheduling Office and Disability Support Services. This position will provide reception clerical support captioning and exam proctoring to Disability Support Services. Additionally this position will provide administrative and clerical support to the Academic Planning office by performing data entry schedule updates review and reconciliation of workloads and the Master Schedule monitoring and facilitating room use and collaborating with the Dual Credit team to provide accurate data.

Responsibilities include:

Disability Department Support--Reception and Exam Proctoring Support

• Provide general support to the Disability Support (DSS) program via receptionist duties. Answer telephones greet students staff and faculty; schedule appointments take messages explain essential program information to prospective students. Respond to routine items not requiring supervisors attention. Assist NSHE Specialist with exam duties as needed such as proctoring. Document and report contact with students and staff per supervisors instruction.

• PDF/Braille conversion of textbooks and exams/quizzes as needed. PDF conversion for use with software such as Read & Write as needed. Contact publishers to obtain alternative forms of textbooks for students as needed. Ensure delivery of Alt textbooks are consistent with copyright laws and standards. Inventory maintain and placement of accessible items as needed.

• Perform assigned clerical tasks in an accurate and timely manner using Word Excel PowerPoint and other programs as necessary. Attention to detail to minimize errors is essential. Utilize Accessible Information Management (AIM) to scan and download student files make notes obtain alternative textbook requests etc. Maintain accurate records utilizing shared drives. Receive and store office supplies forms and equipment according to office policy.

• Under supervision of the Deaf and Hard of Hearing Coordinator caption videos per guidelines and standards. Develop or edit captions for pre-recorded videos and audio files. Attention to detail correct spelling and grammar and timing of captions are essential to this process.

Academic Planning Support

• Provide administrative and clerical support to the Academic Planning Office to ensure a comprehensive accurate and timely class schedule each semester.

• Perform data entry and schedule updates using Excel OnBase and other designated systems to support the integrity of the Master Schedule.

• Review reconcile and document discrepancies in faculty workload data and budget alignment; communicate findings to the Academic Planning Administrator.

• Collaborate with the Dual Credit team to track verify and input course data into the Master Schedule in alignment with program requirements.

• Monitor room usage and availability; assist with classroom and event scheduling using scheduling software.

• Respond to and process room scheduling requests in a timely and professional manner ensuring compliance with institutional scheduling protocols.

• Maintain organized scheduling records including approvals change requests and utilization of data for reporting and auditing purposes.

• Communicate schedule updates and room assignments to faculty staff and students and coordinate schedule changes as needed.

• Identify inconsistencies or conflicts in course scheduling; escalate issues to the Academic Planning Administrator and assist in resolution as directed.

• Perform assigned clerical tasks related to scheduling using Microsoft Word Excel PowerPoint and other applicable software programs.

Required Qualifications

• This position requires graduation from high school or equivalent education and two (2) 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 (1) year of experience as an Administrative Assistant I in Nevada State service; OR

• An equivalent combination of education and experience as described above

Preferred Qualifications

Candidates with administrative support experience and a general knowledge of financial and statistical record-keeping methods are encouraged to apply.

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.

Compensation Grade

Grade 25

In classified service salary is in Grade and Step. The Step is determined based on the Nevada Administrative Code. Salary placement above a Step 01 at initial appointment is determined based on the recruitment the candidates qualifications internal equity and budgets. A request to accelerate salary must be approved by Human Resources and abide by the Nevada Administrative Code.

Newly hired faculty must assure that their official transcript is sent by the degree granting institution(s) to Western Nevada College Human Resources Office within 30 calendar days from the effective date of employment.

Academic degrees must have been awarded by regionally accredited institutions.

Employment is contingent on the completion of appropriate background verification which may include criminal history credit history sex and violent offender registry education verification licensure and employment history to be administered by the Western Nevada College Human Resources office.