Job Description

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. This recruitment seeks to fill two positions: one located in Las Vegas, Nevada, and one located in Reno, Nevada.

The NSHE is comprised of eight institutions: two doctoral-granting universities, one state university, four community colleges, and one environmental research institute. The public system of higher education in Nevada continues to experience growth with significant opportunities in serving over 105,000 students and 15,000 employees.

The Special Assistant and Coordinator is responsible for providing proactive, analytical, and specialized operational support to the Board of Regents and its individual members. The Board of Regents is comprised of publicly elected officials and is responsible for the governance, oversight, and policymaking of NSHE.

Reporting directly to the Chief of Staff, the Special Assistant and Coordinator is responsible for the planning and execution of Board meetings; preparation of meeting agendas and minutes; codification of Board policies and procedures; and creating/disseminating reports, materials, and information to the Board of Regents, NSHE constituents and stakeholders, and members of the public. The Special Assistant and Coordinator serves as secretary to various Board committees, provides assistance and guidance to individual Regents, and performs additional duties as assigned. This position serves as a knowledgeable and trusted liaison between the Board of Regents/Board Office and NSHE/institutional leadership, legal counsel, administrative and academic faculty, staff, students, and the general public. The Special Assistant and Coordinator manages a high volume of work material and correspondence and ensures timely responses and proper record-keeping. Additionally, the Special Assistant and Coordinator analyzes and resolves problems, often without direct involvement by senior management.

SALARY: C (starting salary range approximately $78,000 to $85,000 commensurate with education and experience.) Benefits package includes medical, dental, vision, life, and retirement.

APPROXIMATE STARTING DATE: July 1, 2025

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

PREFERRED QUALIFICATIONS: Experience working in higher education and/or the public sector; experience working with elected officials; familiarity with the Nevada Open Meeting Law, Nevada Ethics in Government Law, and the Nevada Public Records Act.

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 managing a heavy workload, meeting strict deadlines, navigating competing priorities, and effectively multitasking.

• Advanced computing and software skills, and the ability to adapt to new technologies.

• Ability to develop and maintain an organized and effective record-keeping system.

• Ability to work independently and demonstrate sound judgment in decision-making and problem-solving.

• Ability to learn and comprehend complex statutes, policies, and procedures and successfully apply that knowledge to the duties of the position.

• Ability to collaborate with individuals and groups to achieve objectives and further the goals of the Board and mission of NSHE.

• Ability to maintain strict confidentiality of sensitive matters.

• Ability to represent the Board of Regents in a professional and courteous manner at all times.

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 efficient, successful, and problem-free meetings.

• Serve as Secretary to various committees of the Board and provide high-level coordination and operational 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 updates 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, vice chancellors, 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 the status.

• Coordinate and attend Board and institutional meetings and functions, including those occurring outside regular business days/hours and those that require travel throughout the state.

TO APPLY: The application process will be handled through the Workday online 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 above-referenced 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 Stephanie Flatt, Senior Human Resources Generalist, and are to be submitted via online application at https://nshe.nevada.edu/system-administration/departments/human-resources/careers/ For assistance with NSHE's online applicant portal, contact Stephanie Flatt 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 June 8, 2025.

For more information about the Nevada System of Higher Education, please visit our website at www.nevada.edu. The Nevada System of Higher Education hires only United States citizens and aliens lawfully authorized to work in the U.S.

NSHE is an equal opportunity and affirmative action employer committed to achieving excellence through diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, creed, national origin, veteran status, physical or mental disability, sexual orientation, family medical history or genetic information, gender identity, gender expression, or any other factor protected by anti-discrimination laws. Women, applicants who are members of underrepresented groups and communities of color, individuals with disabilities, and veterans are encouraged to apply.

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 (4) professional references willing to be contacted.

Posting Close Date

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 https://apptrkr.com/6254157

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