Admin Assistant 3, UNLV Foundation - Board Relations [R0153065]

R0153065 – Admin Assistant 3, UNLV Foundation - Board Relations

About the role

The Administrative Assistant III serves in a critical governance, compliance, and administrative capacity, supporting board operations for the UNLV Foundation and Alumni Association. This role provides comprehensive coordination, technical expertise, and operational support to ensure the effective planning and execution of all board activities and governance processes. The role requires strong judgment, discretion, and a solid understanding of governance and financial practices, as they are responsible for reviewing and preparing check requests for boards, chapters, and clubs.

As a primary point of contact for two of the university’s most important governing bodies, the Administrative Assistant III operates with a high degree of independence while facilitating timely, accurate, and professional communication with board members, executive leadership, and key stakeholders. The role oversees the operational and governance aspects of board engagement, including meeting logistics, materials preparation, and scheduling. It also ensures the accurate tracking and maintenance of board terms, committee assignments, and required documentation such as conflict of interest and confidentiality agreements.

Given that all board meetings are subject to Nevada Open Meeting Law, the Administrative Assistant III plays a key role in ensuring compliance, maintaining proper documentation, and upholding rigorous standards of recordkeeping. Responsibilities include editing and finalizing meeting transcripts, as well as managing the storage and accessibility of transcripts and video recordings in accordance with public records requirements.

In addition, the Administrative Assistant III independently prepares reports and governance-related records for the director and executive leadership, particularly in support of affiliated foundation audits and the UNLV Foundation’s Form 990. This position maintains accurate and up-to-date board member information, including contact details and trustee matrix data such as professional background, areas of expertise, and affiliations. This information is managed across multiple platforms, including the Foundation’s database, website, and Association of Governing Boards listings. Finally, the Administrative Assistant III supports special projects and events by managing logistics and ensuring that internal processes run smoothly, contributing to efficient, consistent, and high-quality board operations.

About the team

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 and research, as well as a commitment to the relationships built between UNLV and its alumni and friends.

UNLV is a vibrant campus, a supportive workplace, and has tools to help you achieve professional and personal growth. We offer a variety of career opportunities and generous compensation packages.

As a team member of PAE, you will be part of a growing, inclusive division that values integrity, trust, excellence, teamwork, and respect.

Responsibilities

• Provide comprehensive coordination, technical expertise, and operational support for board activities and governance processes.
• Review and prepare check requests for boards, chapters, and clubs.
• Serve as a primary point of contact for board members, executive leadership, and key stakeholders.
• Oversee meeting logistics, materials preparation, and scheduling for board engagements.
• Track and maintain board terms, committee assignments, and required documentation (e.g., conflict of interest and confidentiality agreements).
• Ensure compliance with Nevada Open Meeting Law, including proper documentation and recordkeeping.
• Edit and finalize meeting transcripts and manage storage and accessibility of transcripts and video recordings in accordance with public records requirements.
• Prepare reports and governance-related records for the director and executive leadership, supporting affiliated foundation audits and the UNLV Foundation’s Form 990.
• Maintain accurate and up-to-date board member information, including contact details and trustee matrix data (e.g., professional background, areas of expertise, and affiliations) across multiple platforms.
• Support special projects and events by managing logistics and ensuring smooth internal processes.

Requirements

• Graduation from high school or equivalent education.
• Three years of progressively responsible relevant work experience, including 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 (e.g., payroll, travel, claims, and budgeting forms).
  • Assisting staff and management with projects and activities.
• OR one year of experience as an Administrative Assistant II in Nevada State service.
• OR an equivalent combination of education and experience as described above.

Preferred Qualifications

• Recent experience with purchasing or accounting in an office or higher education environment.
• Ability to compose business correspondence and explain complex guidelines.

Commitment to Diversity

A successful candidate will support diversity, equity, and inclusiveness and contribute to a respectful, positive work environment. They will use UNLV’s Campus Values to guide their decisions and actions and demonstrate the university’s Rebel spirit.

Pay

Grade 27 Step 1, salary $46,207.44. In accordance with Nevada Administrative Code (NAC) 284.170, initial appointments to classified positions typically begin at Step 1 of the assigned grade.

Benefits

• Paid time off, sick leave, and holidays.
• Excellent health insurance including medical, dental, and vision.
• Comprehensive retirement plans and voluntary benefits programs.
• No state income tax.
• Tuition discounts at Nevada System of Higher Education (NSHE) schools for employees, spouses, domestic partners, and dependents.
• Employee recognition and appreciation programs.
• Connect with colleagues with shared interests.
• Personal and professional development opportunities.
• UNLV athletics ticket discounts.
• Statewide employee purchase program discounts.
• RebelCard discounts on and off campus.
• Wellness programming for all UNLV faculty and staff at no cost.
• Opportunity for career advancements to leadership roles.