Administrative Assistant IV, Academic Affairs Department, Kirk Kerkorian School of Medicine [R0150106]

Nevada System of Higher Education

31d

About The Position

Under the supervision of the Director of Operations, Academic Affairs, this position provides high-level administrative and operational support for the Academic Affairs department and the Department of Medical Education. The role manages day-to-day office functions, coordinates departmental activities, and supports the Director of Operations, Vice Dean of Academic Affairs, and Chair of the Department of Medical Education through proactive administrative, scheduling, and communication support. The position acts as a liaison across divisions, departments, and campus partners, coordinating internal and external communications, managing sensitive information, supporting educational operations, and assisting with departmental initiatives and projects. The role also interacts frequently with students and helps coordinate administrative aspects of educational programming. The position serves as the Community Faculty Coordinator for the Department of Medical Education, ensuring all community faculty hold active appointments by processing new and renewal requests, maintaining internal tracking systems, and coordinating communication with the Academic Affairs and Education teams. The role also performs departmental Human Resources liaison functions, including processing HR documents and forms, supporting faculty and staff recruitment and onboarding, coordinating interviews, and assisting with hiring and separation processes in collaboration with School of Medicine HR. Additional responsibilities include coordinating onboarding and training for departmental staff, supporting departmental policies and procedures, and overseeing operational needs such as calendaring, meetings, events, purchasing, travel, and budget coordination. The position may also conduct research and compile materials for proposals, grants, committees, reports, and presentations. This role requires a high level of professionalism, independent judgment, confidentiality, critical thinking, and the ability to interpret and apply policy while supporting administrators at all levels.

Requirements

Graduation from high school or equivalent education and four years of progressively responsible relevant work experience which included experience in one or more of the following areas: providing administrative/program support to professional staff and management; performing secretarial duties in support of a manager; coordinating communications between the manager, staff and program clientele; supervision of subordinate staff; researching information from internal and external sources; OR one year of experience as an Administrative Assistant III in Nevada State service; OR an equivalent combination of education and experience as described above.
A successful candidate will support diversity, equity, and inclusiveness and contribute to a respectful, positive work environment.
They will use our Campus Values to guide their decisions and actions and demonstrate our Rebel spirit.

Responsibilities

Manages day-to-day office functions
Coordinates departmental activities
Supports the Director of Operations, Vice Dean of Academic Affairs, and Chair of the Department of Medical Education through proactive administrative, scheduling, and communication support
Acts as a liaison across divisions, departments, and campus partners, coordinating internal and external communications, managing sensitive information, supporting educational operations, and assisting with departmental initiatives and projects
Interacts frequently with students and helps coordinate administrative aspects of educational programming
Serves as the Community Faculty Coordinator for the Department of Medical Education, ensuring all community faculty hold active appointments by processing new and renewal requests, maintaining internal tracking systems, and coordinating communication with the Academic Affairs and Education teams
Performs departmental Human Resources liaison functions, including processing HR documents and forms, supporting faculty and staff recruitment and onboarding, coordinating interviews, and assisting with hiring and separation processes in collaboration with School of Medicine HR
Coordinates onboarding and training for departmental staff
Supports departmental policies and procedures
Oversees operational needs such as calendaring, meetings, events, purchasing, travel, and budget coordination
Conducts research and compile materials for proposals, grants, committees, reports, and presentations