Administrative Assistant 3 - Learning Commons

Thank you for your interest in Truckee Meadows Community College. If you need assistance or have questions regarding the application process, please contact Human Resources at (775) 673-7168 or humanresources@tmcc.edu.

The TMCC Learning Commons is seeking an organized, collaborative, and detail-oriented Administrative Assistant 3 who enjoys working in a dynamic environment and managing a variety of responsibilities. Reporting to the Associate Dean of the Learning Commons, this position serves as a key administrative and fiscal resource for the Learning Commons and supports the day-to-day operations of its programs and services.

Join the TMCC Learning Commons team and play an important role in supporting student success across the College! The Learning Commons brings together the Elizabeth Sturm Library, Tutoring and Learning Center, and WebCollege to provide essential academic resources and support for TMCC students, staff, faculty, and community members.

The Administrative Assistant 3 provides administrative, fiscal, and operational support to the Associate Dean and the Learning Commons, including the Elizabeth Sturm Library, WebCollege, Tutoring and Learning Center, and the part-time faculty support office and workspace.

The ideal candidate will enjoy working with people, managing multiple priorities, solving problems, and helping an organization run effectively. From managing budgets and coordinating purchasing to supporting assessment, grants, events, communications, and special projects, this position offers an opportunity to contribute meaningfully to a team committed to student learning, access, and success.

Essential Duties and Responsibilities:

Administrative and Operational Support

• Provide primary administrative support to the Associate Dean and centralized support for Learning Commons operations.
  • Coordinate calendars, meetings, correspondence, reports, records, projects, deadlines, and special initiatives
  • Prepare reports, presentations, spreadsheets, meeting materials, and other administrative documents.
  • Serve as a liaison among the Library, TLC, WebCollege, part-time instructors, College offices, vendors, and external partners.
• Assist with strategic planning, program review, annual reporting, events, and other Learning Commons initiatives.
• Coordinate employee travel, conference registrations, reimbursements, and professional development documentation.
  • Track travel and professional development expenditures against appropriate budgets.
• Coordinate Learning Commons events.
  • Assist with facilities, technology, equipment, supplies, and work orders.

Fiscal Management, Budgets, Procurement and Contracts

• Maintain and monitor operational budgets for the Learning Commons.
  • Maintain financial records; monitor expenditures, balances, encumbrances, and commitments; reconcile accounts; and prepare budget status reports.
  • Assist with annual budget development, fiscal planning, projections, and year-end processes.
  • Process and track requisitions, purchase orders, invoices, reimbursements, and other fiscal transactions.
  • Coordinate purchasing and procurement of supplies, equipment, technology, software, databases, instructional resources, and services.
  • Track contracts, subscriptions, software licenses, memberships, vendors, costs, and renewal dates.
  • Maintain a contract/subscription renewal calendar and coordinate procurement and renewal documentation.

Grants, Assessment and Reporting

• Provide administrative and fiscal support for grants, special allocations, and other designated funding.
  • Track grant budgets, expenditures, deadlines, purchasing, and supporting documentation.
• Gather, organize, maintain, and report data for the Learning Commons programs and services.
• Assist with annual reports, strategic plan updates, program reviews, grant reports, assessment activities, accreditation, and institutional reporting.
  • Prepare spreadsheets, tables, charts, graphs, and summary reports and maintain historical data for trend analysis.

Department and Personnel Support

• Assist with recruitment, interview scheduling, onboarding, personnel documentation, employee records, and related processes.
• Coordinate workspace, supplies, and communications,
• Provide operational support for the part-time instructor area.

Marketing, Communications, and Webpages

• Coordinate marketing and promotion of Learning Commons programs, services, events, and initiatives.
  • Draft, edit, and distribute announcements, flyers, digital signage, newsletters, email communications, and other promotional materials.
• Maintain and update the Learning Commons and part-time faculty support office webpages.
  • Monitor web information regarding services, hours, programs, events, and resources remains accurate and current.
  • Coordinate with TMCC Marketing and Communications to support College branding, accessibility, and communication standards.

The position works independently within established TMCC, Nevada System of Higher Education (NSHE), and State of Nevada policies and procedures and exercises initiative, judgment, confidentiality, organization, and problem-solving skills. This is an on-campus position at the Dandini campus.

Essential Qualifications

• Graduation from high school or equivalent education and three (3) years of progressively responsible relevant work experience which included 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 such as payroll, travel, claims and budgeting forms; and assisting staff and management with projects and activities; OR
• One (1) 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

• Administrative support experience in a higher-education office setting, including support for hiring or onboarding processes for staff.
• Experience coordinating events, meetings, or committees and preparing related communications, program materials, and reports for varied audiences.
• Experience processing purchases, expense or card reconciliations, travel, or other fiscal transactions within an established policy framework, using enterprise finance or HR systems such as Workday, PeopleSoft, Banner, or similar.
• Experience coordinating budgets and financial records.
• Experience managing contracts, subscriptions, and grants.
• Demonstrated ability to manage competing priorities independently while handling confidential information with discretion, and to build effective working relationships across departments and with external partners.
• Bilingual in Spanish and English.

Schedule

The typical work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. The schedule is subject to change based on organizational needs. 

Compensation Grade

Grade 27 (Step 01 $22.13/hr)

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 candidate’s qualifications, internal equity and budgets. A request to accelerate salary must be approved by Human Resources and abide by the Nevada Administrative Code.

To view the classified compensation schedules, please visit: Classified Compensation. Select Salary schedule, PP01.

For more information, visit the Classified Salary Calculator

The Perks of PERS

Employees are enrolled in The Public Employees’ Retirement System of Nevada (PERS) upon hire.  For information on contribution rates, please visit:  NV PERS Contribution Rates.

Please visit the Benefit Estimator Retirement Calculator for more information.

Perks of Working at TMCC!

• Health insurance options including dental and vision - Health Insurance
• 19.25% retirement match in PERS
• Life insurance, generous annual and sick leave - Classified Benefits
• Sports and Fitness Center with annual or monthly membership options for employee and spouse/domestic partner.
• ComPsych supports employees through life's difficult moments.
• Free parking on all TMCC campus locations.
• No State income tax.
• All full-time faculty and staff are provided with a variety of discounts and employee purchase programs.
• Classified Grant-in-Aid: TMCC encourages employees to pursue training and educational opportunities available to them through the Nevada System of Higher Education Institutions. Tuition is paid in full when Classified employees enroll in a course that can apply toward the completion of a degree or is job-related.
• Classified Registration Fee Reduction Program: The College offers this program for spouses, domestic partners, and dependents of Classified employees (working at least 53%). The Classified Registration Fee Reduction Program may be used for undergraduate courses through TMCC.

Please note, once you submit your application the only attachment/s viewable to you will be the attachment/s to the resume/CV section of the application. Any additional required attachment/s to the cover letter, references, additional documents sections of the application, will not be viewable to you after you submit your application. All uploaded attachment/s will be on the application for the committee to review. To request updates to attachments, prior to the committee review of applications, please contact the candidate helpdesk at jobs@unr.edu.

Attach the following attachment(s) to your application

Resume/CV – (required) List a detailed description of the major duties that you performed as part of each job. You must demonstrate that you qualify for the position and your education and experience must be clearly documented.

Cover Letter – (required)

Contact Information for Three Supervisory References – (required) Please make a note if you do not want your present employer contacted unless necessary to determine your qualifications for the position.

Transcripts – (optional) If you have not graduated, please attach your transcripts to receive education credit for classes you have taken. Credit is given for classes relevant to the position.

Veteran Interview Consideration – (optional) – To receive interview consideration for veterans and veterans with a service-connected disability, proof is required at the time of application. Please attach proof electronically to your application under the Veteran Document(s) section. (Examples of acceptable documents include DD-214, disability letter from Veteran's Administration, etc).

This posting is open until filled

Qualified individuals are encouraged to apply immediately. Lists of eligible candidates will be established and hiring may occur early in the recruiting process. Recruitment will close without notice when a sufficient number of applications are received or a hiring decision has been made.

Applicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications.  Search committees will use this information to determine that applicants meet minimum qualifications as listed in the job announcement.  

This posting will close at 12:00 am on the date listed above. The posting will no longer be available to apply to after 11:59 pm the day prior.

All documents, including unofficial transcripts for academic positions, must be received prior to the closing date listed on the job announcement.

Employment is contingent upon successful completion of a criminal background check upon 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.