Special Assistant and Coordinator to the Board of Regents

Special Assistant and Coordinator to the Board of Regents

Thank you for your interest in employment with Nevada System of Higher Education (NSHE), System Administration and System Computing Services. We want your application process to go smoothly and quickly. We ask that you keep in mind the following when completing your application:

• Draft applications are saved automatically and can be accessed through your candidate home account.
  
• Final applications must be submitted prior to the close of the recruitment. Once a recruitment has closed, applications will no longer be accepted.
  

If you need assistance or have questions regarding the application process, please contact our Human Resources department at (775) 784-4901.

Job Description

The Nevada System of Higher Education (NSHE) invites applications and nominations for the position of Special Assistant and Coordinator to the Board of Regents. This is a renewable, full-time, non-tenured, administrative position that reports to the Chief of Staff to the Board of Regents. The position is located in Reno, Nevada.

The Special Assistant & Coordinator to the Board of Regents is responsible for providing proactive, analytical, specialized, and executive-level administrative support to the Board of Regents and its individual members. The Special Assistant & Coordinator to the Board of Regents is viewed as a representative and extension of the Board of Regents by the greater NSHE community and the public at-large; therefore, the highest level of performance and professionalism is needed.

Reporting directly to the Chief of Staff to the Board of Regents and providing support to the same, this position serves as a confidential representative and liaison between the Board Office and senior management including the chancellor and cabinet members, legal counsel, institution presidents, campus administrators, faculty, staff, students, and the general public. The Special Assistant & Coordinator to the Board of Regents is responsible for managing the priorities of preparing meeting agendas, meeting minutes, and policy codifications, as well as the dissemination and public posting of these items for the use and reference of the Board of Regents, NSHE constituents, stakeholders, and the public. This position is also responsible for the planning and execution of Board meetings, providing direct assistance to individual Regents, and other duties as assigned. The Special Assistant & Coordinator to the Board of Regents manages a high volume of work material and correspondence and ensures timely responses and proper record-keeping. Additionally, this position is expected to analyze and resolve problems, often without direct involvement by senior management.

It is critical for the Special Assistant & Coordinator to the Board of Regents to know and understand the legal requirements of an elected body in the State of Nevada, as there are numerous laws that directly apply to the work performed by this position in support of the Board of Regents.

SALARY: Grade C (starting annual salary of approximately $70,000 to $85,000 commensurate with education and experience.) Benefits package includes health, dental, vision, life, and retirement benefits.

APPROXIMATE STARTING DATE: June 1, 2024

MINIMUM QUALIFICATIONS: A successful candidate must have earned a Bachelor's degree from a regionally accredited institution with four (4) years of progressively responsible executive-level administrative support experience (or) associate degree with five (5) years of progressively responsible executive-level administrative support experience (or) ten (10) years of progressively responsible executive-level administrative support experience.

Preference may be granted to applicants with experience in higher education and/or working with elected officials.

KNOWLEDGE, SKILLS, AND ABILITIES: Successful candidates should possess the following knowledge, skills, and abilities. It is recommended that applicants for this position address each of the following items in the letter of application:

• Knowledge of the Board of Regents and the Nevada System of Higher Education.
  
• Superior writing, proofreading, and editing skills, and a detail-oriented approach to the performance of all job duties.
  
• Excellent communication and interpersonal skills.
  
• Skilled in the use of various software applications and the ability to learn and adapt to new technologies.
  
• Ability to manage a heavy workload, meet deadlines, navigate competing priorities, and effectively multi-task.
  
• Ability to prepare accurate and timely meeting agendas and minutes.
  
• Ability to develop and maintain an organized and effective record-keeping system.
  
• Ability to plan and coordinate meetings, events, and activities.
  
• Ability to work independently and demonstrate sound judgment in decision-making and problem-solving.
  
• Ability to learn complex statutes, policies, and procedures and successfully apply that knowledge to the duties of the position.
  
• Ability to provide high-level administrative support to multiple Board members and executive/administrative staff.
  
• Ability to function as a liaison between the Board of Regents/Board Office and various constituencies and stakeholders.
  
• Ability to represent the Board of Regents in a professional and courteous manner at all times.
  
• Ability to maintain strict confidentiality of sensitive matters.
  
• Ability to collaborate with individuals and groups to achieve objectives and further the goals of the Board and mission of NSHE.
  

RESPONSIBILITIES: The duties of this position may include, but are not limited to, the following areas of responsibility:

• Prepare meeting agendas and ensure proper integration of reference material; revise material as needed based on outcomes from various agenda review meetings with executive administration; and disseminate/publish agendas and related materials in compliance with the Nevada Open Meeting Law. These responsibilities extend to the distribution and posting of supplemental material and written public comment submissions.
  
• Plan, coordinate, and execute public meetings of the Board and its committees, effectively communicating the needs of the Board to internal and external partners; provide direction to campus hosts in the areas of facility use, room layout, technical requirements, audio/visual needs, catering services, parking, and security; anticipate issues and proactively offer solutions to ensure an efficient, successful, and problem-free meeting.
  
• Serve as Secretary to various committees of the Board and provide high-level coordination and support before, during, and after committee meetings.
  
• Record and take log notes during meetings of the Board and its committees utilizing specialized software.
  
• Prepare accurate and timely meeting minutes in compliance with the Nevada Open Meeting Law; exercise independent judgment regarding what issues, questions, explanations, and statements to incorporate in the minutes; reflect Regent disclosures and abstentions, as needed, in compliance with the Nevada Ethics in Government Law; utilize correct grammar and mechanics to reflect the proceedings in an articulate fashion; and post Board-approved minutes to the online meeting archive.
  
• Prepare, review with the Chief of Staff, and codify revisions to the Board of Regents Handbook and the NSHE Procedures and Guidelines Manual; disseminate updated versions to Regents, administrators, constituents, and stakeholders; post updated versions to the Board's website; maintain an archival record of historical policy revisions; and respond to inquiries concerning current and previous Board policies and procedures.
  
• Analyze and exercise independent judgment in bringing forward issues and/or concerns to the Chief of Staff and/or Regents. When appropriate, conduct research and recommend courses of action to resolve issues or problems.
  
• Maintain official Board records, including sensitive documents. Establish and implement an effective record-keeping system that meets the requirements of the Nevada Public Records Act and facilitates quick and easy reference and/or retrieval.
  
• Provide guidance and assistance to Regents with respect to discharging their duties, facilitate discussion and collaboration, provide information, and answer questions.
  
• Offer training and support to the Assistant Coordinator in the execution of the duties of that position.
  
• Support effective communication between the Regents, Chief of Staff, Manager of Board Operations, Chancellor, cabinet members, presidents, faculty, staff, students, and the general public.
  
• Coordinate Regent attendance at NSHE events across the state, industry conferences, and community happenings; communicate Regent RSVPs to event coordinators; maintain an updated calendar of systemwide NSHE events and ensure the timely preparation and coordination of travel arrangements.
  
• Update and disseminate various lists including Regent contact information, committee assignments, meeting schedules, etc.
  
• Plan and coordinate various social activities for the Board of Regents and others.
  
• Resolve informal complaints or refer to the appropriate party and inform the Chief of Staff of their status.
  
• Coordinate and attend Board and institutional functions, including those occurring outside of regular business days/hours and those that require travel throughout the state.
  

TO APPLY: The application process will be handled through the Workday on-line search process. Application materials must include a current resume; detailed cover letter; and the names, addresses, and telephone numbers of four professional references willing to be contacted. Applicants should fully describe their qualifications and experience, since the initial review will serve to evaluate applicants based on documented, relevant qualifications and professional work experience. Applications will be considered incomplete without all requested materials. References will only be contacted for those who advance to the final phase of the search and with the prior consent of the applicant. The review of materials will begin immediately. Materials should be addressed to Sherry Olson, Director of Human Resources, and are to be submitted via online application at . For assistance with NSHE's online applicant portal, contact Sherry Olson at (775) 784-4901.

INTERNAL APPLICANTS: Current employees within the Nevada System of Higher Education MUST use the “Find Jobs” process within Workday to find and apply for jobs at NSHE institutions. Once you log into Workday and type “Find Jobs” in the search box, the system will navigate to the internal job posting site. Locate the specific job posting by typing the requisition number (e.g. R0000000) in the search box.

APPLICATION DEADLINE: Applications may be submitted until the position is filled; however, the review of materials will begin immediately. For full consideration, applications should be submitted by April 30, 2024.

For more information about the Nevada System of Higher Education, please visit our website at . The Nevada System of Higher Education hires only United States citizens and noncitizens lawfully authorized to work in the U.S. NSHE is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, age, creed, national origin, veteran status, physical or mental disability, genetic information, sexual orientation, gender identity, or gender expression.

Exempt
Yes

Full-Time Equivalent
100.0%

Required Attachment(s)

Application materials must include a current resume; detailed cover letter; and the names, addresses, and telephone numbers of four professional references willing to be contacted.

Posting Close Date
06/30/2024

Note to Applicant

A background check will be conducted on the candidate(s) selected for hire.

References will be contacted at the appropriate phase of the recruitment process.

As part of the hiring process, applicants for positions in the Nevada System of Higher Education may be required to demonstrate the ability to perform job-related tasks.

All document(s) must be received on or before the closing date of the job announcements. Schedules are subject to change based on organizational needs.

HR will attempt to verify academic credentials upon receipt of hiring documents.


To apply, visit

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