Executive Assistant to the Director of University Police Southern Command Job Listing at College of Southern Nevada in Las Vegas, NV (Job ID R0144105)

Description

The College of Southern Nevada appreciates your interest in employment at our growing institution. We want your application process to go smoothly and quickly. We ask that you keep in mind the following when completing your application:

• Once you start the application process you cannot save your work. Please ensure you have all required attachment(s) available to complete your application before you begin the process.
• Required attachments are listed below on the posting. Your application will not be considered without the required attachments.
• Please note that applications must be submitted prior to the close of the recruitment. Once a recruitment has closed, applications will no longer be accepted.

If you are unable to attach the required documents to your online application or need assistance regarding the application process, please contact the Talent Acquisition team within Human Resources via email at hr.recruitment@csn.edu or call (702) 651-5800 to be directed to the appropriate Recruiter.

Job Description

JOB DESCRIPTION

University Police Services, Southern Command invites applications for an Executive Assistant to the Interim Director/Chief of Police - Southern Command (Director) [R0144105]. We appreciate your interest in employment at our growing division.

In 2019, University of Nevada, Las Vegas (UNLV), College of Southern Nevada (CSN), Nevada State University (NSU) (formerly Nevada State College (NSC)), and Desert Research Institution (DRI) began the process of consolidating police services. The University Police Services, Southern Command (UPD) is responsible for the safety and security of all four (4) southern institutions and the Director is accountable to the four campus President's and the southern institutions vast properties across the Las Vegas valley.

The Executive Assistant will be responsible for connecting presidents, vice presidents, administration, business, finance, budget, general counsel, human resources, facility services, risk management, audit management, compliance, events, students, faculty, and staff to support the Director in unifying and aligning public safety services for the southern institutions.

This position is paramount in supporting a strategic realignment of business objectives in law enforcement, security, dispatch, threat assessment, and emergency management services and support for UNLV, CSN, NSU, and DRI and their surrounding communities.

As UPD continues to amalgamate with the four (4) institutions and the new Southern Command is redefined, we are looking for highly motivated, customer and community service oriented, ethical, law enforcement professionals and team members. The successful candidate will support the department in creating a strategic and synergetic union that is committed towards growth, efficiency, and transparency.

ROLE of the POSITION

The Executive Assistant to the Director provides the highest level of administrative and secretarial support to the Director and Command staff and reports directly to the Director. The position has direct responsibility over the following objectives, priorities, and assignments with intermittent and/or administrative supervision.

This position works closely with various groups and participates in several committees across the UNLV, CSN, DRI, and NSU campuses and in the community, as well as engages in partnerships with community groups, and local law enforcement/government agencies.

Assigned responsibilities include facilitating management processes by acting with authority and as an intermediary on delegated administrative support matters which require independent judgment, initiative, and discretion in making determinations on varied problems and situations regarding issues of importance to the Director. Incumbents may work independently or serve as the Director's office manager and supervise lower-level administrative support staff.

This position is distinguished from other administrative support staff by the complexity of problems and issues which impact the Director's area of responsibility; the frequency and content of personal contacts with the governor's staff, legislators, college/university administration, and representatives of external entities including the media; the consequence of error associated with communications, actions and decisions; and the knowledge, skills and abilities required to assist the Director.

While some duties assigned to the Executive Assistant may seem similar to those positions in lower-level administrative support staff, there are significant differences in the scope of responsibility, consequence of actions and decisions, and in the personal contacts typical of positions at this level.

The incumbent must be able to provide executive assistance in resolving administrative questions and issues not requiring the personal attention of the Director; exercise initiative, judgment, and tact in responding to and dealing with other law enforcement agencies, members of the community, and public officials; act in an administrative liaison capacity in conferring with Associate and Assistant Directors, General/Assistant General Counsel, department leaders, Lieutenants, Sergeants, government officials, and representatives of other organizations concerning the interpretation of rules and regulations related to program activities and operations; transmit directives, instructions and assignments; and follow up on status of assignments with department staff.

Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials based on instructions from the Director, Associate and Assistant Directors, General/Assistant General Counsel, department leaders, Lieutenants, Sergeants, government officials, and/or representatives of other organizations, agency activities, and the predetermined, ongoing priorities of the organization; resolve matters personally and professionally within parameters established by the Director, and forward materials to appropriate managers and staff for analysis and reply; follow up as required to ensure responses are timely and in conformance to established standards.

Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the Director or appropriate department member; accordingly, make decisions to inform, call, email, dispatch or contact the Director at off-site locations or when off-duty in critical situations; make referrals to appropriate department leader or provide requested information as appropriate.

Maintain current knowledge of issues, problems, situations, and activities of special interest to the Director regarding the organization as a whole and its divisions and programs; monitor media coverage and alert the Director or PIO to new developments or articles of interest.

Coordinate and facilitate the Director's and other department leaders' calendar/s (as directed by individual leaders) to schedule appointments and engagements; arrange conferences, meetings and hearings for commissions, boards, or other bodies; make travel, lodging and meeting room arrangements including public address systems, teleconferencing, refreshments, and other amenities; ensure agendas, background information, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of tapes, minutes, or other media.

Compose correspondence and prepare administrative reports and/or financial records, relying on a variety of source material; respond to requests for information regarding programs and activities; provide administrative data, and communicate the activities, views, and commitments of the Director.

Review, proofread and edit documents prepared for the Director's signature; ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness or accuracy; ensure proper grammar, punctuation, spelling and usage as well as appropriate distribution and archiving.

Respond to inquiries from external entities, exercising confidentiality and discretion in disseminating information; describe programs, functions and activities; explain established regulations, policies, and legislative proposals; evaluate new regulations or legislative proposals and potential ramifications in order to inform, update or advise departmental and outside personnel.

Develop and maintain UPD's Policies and Procedures Manual; maintain the department phone list, voicemail allocation, and personnel address list. Participate and retain discussion notes and action items in staff meetings; make assignments to program managers, based on the Director's instructions, for studies or projects involving such matters as program coordination, administrative policy, budget, internal controls, and report preparation; indicate nature of work required and due dates; record meeting minutes and transcribe.

Conduct research and studies relating to operations and procedures; gather, analyze, and interpret data to develop recommendations on problems affecting programs, operations, and procedures; confer with department leaders regarding historical precedents, actions and justifications; upon approval, ensure the implementation of new procedures and inform managers of changes.

Schedule and coordinate the work activities for various administrative, secretarial and clerical support staff to facilitate the adherence to and accomplishment of work objectives; serve as supervisor or lead worker to subordinate personnel as assigned; train and orient staff to agency policies, standards and procedures; oversee and direct activities to ensure efficient and effective operation of the Director's office.

Participate in development of the department budget; prepare narrative and statistical justifications in support of requests for additional funding; monitor, review and approve expenditures within authority delegated by the executive and in accordance with established purchasing procedures; conduct research related to the cost, quality, applicability and effectiveness of new or improved office equipment and systems.

Organize and maintain confidential records and files for the Director, Associate and Assistant Directors, General/Assistant General Counsel, department leaders, Lieutenants, Sergeants, government officials, and/or representatives of other organizations; ensure the security of privileged information in accordance with federal and State laws and regulations; authorize access to information as appropriate.

Participate in the development and enhancement of automated systems, equipment, and networks within the organization; provide input regarding current and anticipated administrative requirements; recommend additional equipment, system upgrades or other technological advancements.

Plan, organize, coordinate, and oversee special projects and assignments relative to the organization as requested by the Director Associate and Assistant Directors, General/Assistant General Counsel, department leaders, Lieutenants, Sergeants, government officials, and/or representatives of other organizations. Coordinate monthly, quarterly, and annual awards, letters of recognition, and team building or department moral focused events; coordinate awards celebration, speakers, venue, awards purchases, and create UPD branded certificates and invitations.

The Executive Assistant will be required to work additional hours on mornings, evenings, and weekends on an as needed basis and will be compensated for over-time based on the FLSA, State of Nevada, Nevada System for Higher Education (NSHE), and UNLV policies, processes, and procedures.

The incumbent will also be instructed to perform other related duties as assigned and related to the Executive Assistant class specification, Grade 31, Code 2.209. The other related duties as assigned will go through a ‘duties test' to ensure the tasks and duties are non-exempt according to the FLSA prior to the performance of duties.

BACHGROUND CHECK

Offers of employment are contingent on full completion of a background check, pre-employment drug screening, and other required processes. Information reported by the background check will not automatically disqualify you from employment. In instances where disqualification does occur, these procedures are confidential and the reason for disqualification will not be communicated to anyone, including the applicant.

DEPARTMENT INFORMATION

The department is a full-service police department comprised of patrol operations, administration, police dispatch and a detective division. Services include a canine program, walking and bicycle patrols, a pro-active, selective traffic enforcement program, and takes a leadership role in preparing the University to respond to large-scale crises and events. The department consists of full-time sworn officers, sworn part-time, non-sworn part-time, student cadets, and full & part-time civilian support staff. The patrol area for Police Services encompasses all Nevada System of Higher Education facilities in the Las Vegas Metropolitan area. For more information, please visit: https://www.unlv.edu/police.

SPECIAL REQUIREMENTS:

∗ Pursuant to NRS 284.4066, some positions in this series have been identified as affecting public safety. Persons offered employment in these positions must submit to pre-employment screening for controlled substances.

PROFILE

The Nevada System of Higher Education (NSHE) was established in 1865 and is currently comprised of two doctoral-granting universities, a state college, four comprehensive community colleges and one environmental research institute. The public system of higher education in Nevada is governed by the Board of Regents serving over 100,000 students and 15,000 employees.

University Police Services, Southern Command, is a full-service category I law enforcement agency that serves the University of Nevada, Las Vegas, the College of Southern Nevada, the Desert Research Institute and Nevada State College. The department consists of 163 employees and has responsibility for the public safety needs of 80,000 students, faculty, and staff over an 800 square mile service area. Law enforcement operations consist of eighty full and part time sworn peace officers, a full service 9-1-1 Center, K-9 operations, emergency management operations, with a fully functional EOC, and oversight of major special events, hosting more than a million visitors a year to various events.

Here at UNLV, we have come together and created one of the most affirmative and dynamic academic environments in the country. UNLV sits in the top spot in U.S. News & World Report's annual listing of the nation's most diverse universities for undergraduates. The university has ranked in the top ten since the rankings debuted more than a decade ago. We continue to show our commitment to serving our wonderfully diverse population and building the future for Las Vegas and Nevada.

For more information, visit us online at: https://www.unlv.edu/police.

COMMITMENT to DIVERSITY

The successful candidate will demonstrate support for diversity, equity and inclusiveness as well as participate in maintaining a respectful, positive work environment.

REQUIRED QUALIFICATIONS

Graduation from high school or equivalent education and five years of progressively responsible administrative support experience which included overseeing administrative office activities, maintaining complex records, and coordinating administrative communication including written and oral information to various managers and work groups; OR one year of experience as an Administrative Assistant IV in Nevada State service which included administrative support duties as described above; OR an equivalent combination of education and experience as described above.

* As a reminder, pursuant to NRS 284.4066, positions in this series have been identified as affecting public safety. Persons offered employment in these positions must submit to a pre-employment screening for controlled substances.

* A valid driver's license is required at the time of appointment and as a condition of continuing employment.

Preferred Qualifications

Education:

Bachelor's or master's degree from an accredited college or university.

Experience:

• Six (6) years of executive and administrative assistance experience, two years of which includes providing executive support to a Chief of Police or other high ranking official in law enforcement.
• Experience working in higher education and law enforcement.
• Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for the full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis.

Preferences:

• Demonstrated flexibility in terms of changing demands, priorities, and ability to manage deadlines and pressure with a commitment to high standards regardless of deadlines or pressures.
• Demonstrated experience with Google Workspace, G Suite, Microsoft Office Suite, and troubleshooting capabilities with office systems and machinery.
• Experience working with senior-level management, exhibiting attributes of leadership, confidence, friendliness and cooperation.
• Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse community.
• Conflict resolution and/or mediation skills.
• Information research, analysis, and evaluation skills.
• Broad knowledge and understanding of the Nevada System for Higher Education, Board of Regents Handbook, southern institutions policies and process, Nevada Revised Statutes, Nevada Administrative Code, and other applicable policies, processes, and procedures.
• Knowledge of office management principles and procedures.
• Ability to supervise and train employees, including organizing, prioritizing, and scheduling work assignments.
• Knowledge and understanding of title ix, equal opportunity and affirmative action laws, Clery regulations, guidelines, conventions, and procedures.
• Employee development and performance management skills.
• Knowledge of administrative policies and procedures as applied to public academic institutions.
• Project management skills and the ability to resolve complex problems and issues.
• Knowledge of accounting principles, budget preparation, and fiscal management.

ENTRY LEVEL KNOWLEDGE, SKILLS, AND ABILITIES (required at time of application):

Detailed knowledge of: functions and operation of an administrative office. Working knowledge of: principles of supervision and training if applicable to the assignment; maintenance of budget and financial records. Ability to: provide administrative assistance and secretarial support to a college/university Director; communicate clearly and convey detailed and complex information to others on behalf of the Director; perform specialized program support duties which require analytical and creative thinking; supervise and oversee the work of subordinate staff as assigned; plan, develop and implement production goals, work performance standards and specific processes and procedures required to complete projects and ongoing assignments; manage the Director's calendar as requested; receive and respond to inquiries involving complex and sensitive issues which directly impact staff, operations and activities; make operational decisions related to program support activities and office management within established limits of authority; review, apply and explain complex laws, regulations, requirements, restrictions and standards to program clientele, representatives of external entities, internal work groups, and others; research and investigate complex questions and issues requiring the review and consideration of historical data, current developments and probable outcomes; compose effective correspondence, announcements, training materials, narrative summaries and reports, proposals and recommendations, and other written materials; compile and analyze records, numerical and descriptive information from forms, applications, contracts, spreadsheets, invoices and other materials; assist staff in resolving computer and software related problems and malfunctions. Skilled in: operation of personal computers including word processing, spreadsheet, database management and associated business applications; operation of office equipment such as copiers, calculators, facsimile machines, printers, and other equipment.

FULL PERFORMANCE KNOWLEDGE, SKILLS, AND ABILITIES (typically acquired on the job): Detailed knowledge of: communication and public relations techniques. Working knowledge of: State regulations and requirements related to purchasing, budget development and maintenance, and personnel administration; mission, functions, programs, activities and applicable operating policies, laws, regulations, policies and procedures of the organization to which assigned.

*NOTE TO APPLICANT

This position requires that a criminal background check be conducted for the candidate(s) selected for hire.

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.

Schedules are subject to change based on organizational needs.

SALARY

Salary for the position of Executive Assistant is determined by the State of Nevada Division of Human Resource Management. This position is a Grade 31 and the salary ranges from entry level at a Step 1, $ 54,434.16 to expert level, Step 10, $ 80,053.92 which would equate to 10+ years performing the duties outlined above as an Executive Assistant.

"Step" means the number assigned by the Division of Human Resource Management to identify a specific rate of pay within a grade. Per Nevada Administrative Code (NAC 284.170), salaries for initial appointments for classified positions typically begin at Step 1. Consideration for accelerated steps is at the discretion of the department, must be equitable within the department, and

The Director may approve an adjustment of steps to “employ a person whose education or experience is superior to those of another eligible person and who exceeds the minimum qualifications of the class. Any experience or education which is considered by the appointing authority… must be given a greater weight for those areas which are directly related to the position than general education and experience.”

*This position is required to participate in the mandatory retirement plan with the Nevada Public Employee Retirement System (NVPERS).

All NSHE employees are required to participate in a mandatory retirement plan in lieu of Social Security. NSHE classified employees contribute to a pension plan through the NVPERS.

Retirement Plans and Plan Contributions

• There are two plans in which to contribute:
• Employee/Employer Plan (EE/ER): employees contribute 17.50% of their gross salary to the plan and the university contributes 17.50% to the plan.
• Employer Pay Plan (EPC): the university pays the entire contribution on behalf of the employee. As a result, the employee will see a reduction in salary.

BENEFITS OF WORKING AT UPD Southern Command

• Generous compensation packages, separate paid time off for annual and sick leave, and holidays
• Excellent health insurance including medical, dental, and vision.
• No state income tax
• Comprehensive retirement plans and voluntary benefits programs.
• Tuition discounts at Nevada System of Higher Education (NSHE) schools
• Tuition discounts for spouses, domestic partners, and dependents

PERKS

• Flexible work schedule (depending on your department)
• Employee recognition and appreciation programs
• Personal and professional development opportunities
• UNLV athletics ticket discounts
• Employee discount at UNLV's Student Wellness Recreation Center
• Statewide employee purchase program discounts
• RebelCard discounts on and off campus
• Wellness programming for all UNLV faculty and staff at no cost

HOW TO APPLY

THIS RECRUITMENT MAY CLOSE PRIOR TO THE ANNOUNCED CLOSING DATE BELOW BASED ON VOLUME OF APPLICATIONS RECEIVED.

A letter of interest (cover letter) and a detailed resume listing qualifications and experience are required to be considered for this position. If you are a veteran, please attach your DD-214 or other applicable official documentation to your application as evidence of Veterans or Disabled Veteran's status.

Attach ALL documents in the CV/Resume attachment section when applying.

Applicants should fully describe their qualifications and experience, with specific reference to each of the minimum and preferred qualifications because this is the information on which the initial review of materials will be based. The resume must have a detailed description of the major duties that you performed as a part of each job; applicants must demonstrate that they qualify for this position. Education (including High School) and experience must be clearly identified, documented, and highlighted. Your application will NOT be moved forward if your application is incomplete.

Search Committee will begin reviewing application materials on Tuesday, September 3, 2024. This recruitment will remain open until filled. Materials should be addressed to UPD Search Committee Chair and must be submitted through Workday, as we do not accept emailed materials. For assistance with the application process, contact Sr. HR Business Partner, Kelly Scherado at (702) 895-4889 or policerecruitment@unlv.edu.

SPECIAL INSTRUCTIONS FOR INTERNAL NSHE CANDIDATES

UNLV employees or employees within the Nevada System of Higher Education (NSHE) MUST use the “Find Jobs” process within Workday to find and apply for jobs at UNLV and other NSHE Institutions. Once you log into Workday, type "Find Jobs" in the search box which will navigate to the internal job posting site. Locate this specific job posting by typing the job requisition number, <“R0144105”> in the search box.

If you complete an application outside of the internal application process, your application will be returned, and you will have to reapply as an internal applicant which may delay your application.

EEO/AA STATEMENT

The University of Nevada - Las Vegas (UNLV) is committed to providing a place of work and learning free of discrimination on the basis of a person's age (40 or older), disability, whether actual or perceived by others (including service-connected disabilities), gender (including pregnancy related conditions), military status or military obligations, sexual orientation, gender identity or expression, genetic information, national origin, race (including hair texture and protected hairstyles such as natural hairstyles, afros, bantu knots, curls, braids, locks and twists), color, or religion (protected classes). Discrimination on the basis of a protected class, including unlawful harassment, which is a form of discrimination, is illegal under federal and state law. Where unlawful discrimination is found to have occurred, UNLV will act to stop the unlawful discrimination, to prevent its recurrence, to remedy its effects, and to discipline those responsible.

TITLE IX STATEMENT

The University of Nevada, Las Vegas, does not discriminate on the basis of sex in any education program or activity that it operates. Non-discrimination on the basis of sex is mandated by Title IX of the Education Amendments of 1972 (20 U.S.C. §§ 1681 et seq.) and the corresponding implementation regulations (34 C.F.R. Part 106). The University's commitment to nondiscrimination in its education programs and activities extends to applicants for admission and employment. Inquiries concerning the application of these provisions may be referred to: Michelle Sposito, J.D., Title IX Coordinator, University of Nevada, Las Vegas, 4505 S. Maryland Parkway, Box 451062, Las Vegas, NV 89154-1062, Frank and Estella Beam Hall (BEH) Room 553, Telephone: (702) 895-4055; Email: titleixcoordinator@unlv.edu, or to The Assistant Secretary of the United States Department of Education, U.S. Department of Education, Office for Civil Rights, 400 Maryland Avenue, SW, Washington, D.C. 20202-1100; Telephone: 1-800-421-3481 FAX: 202-453-6012; TDD: 1-800-877-8339; Email: OCR@ed.gov; or to both.

Information pertaining to the University's grievance procedures and grievance process, including how to report or file a complaint of sex discrimination, how to report or file a formal complaint of sexual harassment, and how the University will respond can be found online at the Office of Equal Employment & Title IX webpage.

SAFETY AND SECURITY STATEMENT

UNLV is committed to assisting all members of the UNLV community in providing for their own safety and security. The Annual Security Report and Annual Fire Safety Report compliance document is available online.

JOB CATEGORY

Classified

Required Attachment(s)

Resume and Cover Letter

Exempt

Full-Time Equivalent 

Required Attachment(s)

Resume and Cover Letter

Posting Close Date

Note to Applicant

Applicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications. The search committee will use this information during the initial review of application materials.  

All document(s) must be received by 11:59 p.m. the day prior to the closing date posted on the job announcement.

This position may require that a criminal background check be conducted on the candidate(s) selected for hire.  

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.  

Schedules are subject to change based on organizational needs.  

CSN is responsive to serving the educational needs of a diverse and ever-changing community. CSN employs only U.S. citizens and aliens authorized to work in the U.S. CSN does not sponsor aliens applying for faculty, professional staff, or management positions (H-1B Visas) in the absence of exceptional circumstances as defined by the USCIS.