Program Specialist IV/Administrative Assistant

Job Description

  Thank you for your interest in employment with the Desert Research Institute.  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 see the application instructions under each posting for information on submittal deadlines.

If you need assistance or have questions regarding the application process, contact Human Resources Hotline at (775) 673-7431 or [email protected] DescriptionThe Desert Research Institute (DRI) is seeking a full time Program Specialist IV in the Las Vegas office to provide executive support for the Director of External Affairs and team.  Some of the duties of this position include:

• In DRI executive suite, greets visitors, answers phones, takes messages, routes phone calls appropriately to departmental personnel, and responds to general inquiries. 
• Manages Director of External Affairs calendar, appointments, and business activities
• Coordinate/prepare travel arrangements
• Manages the External Affairs and Communications budget and maintain inventory
• Manages expense reports, credit card reconciliation and department financial transactions
• Maintains, orders, and restocks supplies
• Composes correspondence and documents and proofreads to ensure accuracy and professionalism of content as needed
• Initiates and receives calls from elected officials and handles in a timely and appropriate manner 
• Helps coordinate interactions with federal agencies and delegations and works effectively to coordinate DRI logistics with federal lobbyists
• Gathers information and generates monthly legislative officials report
• Monitors Nevada legislative meetings to ensure DRI interests are followed and researched appropriately.  Tracks bills in the personalized legislative tracking website.  Utilizing independent judgment, tracks (both in-person and virtually) legislative hearings and communicates findings to the Director of External Affairs in a timely manner. 
• Coordinates related legislative matters with the Director of External Affairs to ensure appropriate follow-up actions are completed
• Provide external affairs event support for DRI’s Southern Nevada campus. Responsibilities may include event planning, logistics and coordinating staffing
• Independently represents DRI at community events in a knowledgeable and professional manner
• Serves as support staff for the DRI President and the Chief of Staff as needed   
• Occasionally serves as the facility’s main receptionist during daily lunch breaks and vacation coverage
• Proactively perform other related duties as required or assigned

Required Qualifications

• High school diploma or equivalent AND 6 years of executive/administrative support experience in a fast-paced office setting OR an Associate’s degree with 4 years of related experience
• Advanced experience using Microsoft Office Suite, with an emphasis on Excel, Word and PowerPoint
• Demonstrated experience in office protocols, office management principles and procedures, and professional work practices
• Professionalism demonstrated through a high degree of confidentiality and the ability to exercise independent judgement
• Knowledge of fiscal management and analysis, accounting principles, practices and procedures
• Demonstrated proficiency with public speaking before large and small groups
• Ability to interact effectively and maintain cooperative working relationships with all levels of management, faculty, staff, visitors, foundation trustees, outside vendors, and elected officials and dignitaries
• Demonstrated professional written and verbal communication skills
• Ability to adapt to changing priorities
• Ability to handle multiple projects with tight deadlines
• High level of organization, prioritization, time management and attention to detail

Preferred Qualifications

• Bachelor’s degree from an accredited institution
• Experience planning and implementing external affairs/communications team events

Conditions of Employment

• Employment is contingent upon a successful completion of a background check
• This position requires the ability to perform physical tasks, such as moving, carrying, and lifting objects up to 30 lbs.; walking, sitting, and standing for prolonged periods of time; occasional stopping, bending, and kneeling to support office and event set-up and clean-up
• Ability to obtain and maintain a valid driver’s license
• This position is considered essential and not eligible for a Flexible Work Schedule (FWS)

Compensation Grade/BenefitsThis is a DRI Technologist position, Grade 35, with a minimum starting annual salary of $63,060.  Starting salary is commensurate with experience and education and alignment with similar public academic-research institutions.DRI offers a benefits package that includes health, dental, vision, and life insurance (flexible spending and health savings account options available); PERS 19.25% retirement match, 10 hours of annual leave and 10 hours of sick leave accrued per month, and 12 paid holidays.  Additionally, there is no state income tax or social security deduction.  This position is eligible for relocation assistance.Organizational SummaryDRI is a recognized world leader in basic and applied environmental research. Committed to scientific excellence and integrity, DRI faculty, students who work alongside them, and staff have developed scientific knowledge and innovative technologies in research projects around the globe.Since 1959, DRI’s research has advanced scientific knowledge on topics ranging from humans’ impact on the environment to the environment’s impact on humans. DRI’s impactful science and inspiring solutions support Nevada’s wide-ranging economy, provide science-based educational opportunities, and inform policymakers, business leaders, and community members. With campuses in Las Vegas and Reno, DRI serves as the non-profit research arm of the Nevada System of Higher Education.ExemptNoFull-Time Equivalent 100.0%Required Attachment(s)Please upload the following documents in the specified section of your Workday application:

• Cover letter detailing how your experience and qualifications prepare you for this job.
• Current resume.
• Contact information for three professional references, to be contacted at the appropriate phase of the recruitment process based on applicant permission.

This posting is open until filled. Qualified individuals who meet all qualifications and requirements are encouraged to apply immediately and provide all required attachments to receive full consideration. Recruitment will close without notice when a sufficient number of applications are received, or a hiring decision has been made.SPECIAL INSTRUCTIONS FOR INTERNAL NSHE CANDIDATESDRI employees or employees within the Nevada System of Higher Education (NSHE) MUST use the “Browse Jobs” report within Workday to find and apply for jobs at DRI and other NSHE Institutions. Once you log into Workday, type "Browse 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, “R0151862” in the search box.For more detailed information about DRI, please visit us at www.dri.edu. For questions regarding this position or assistance with your application, please e-mail [email protected] or call the recruiting office at 702-862-5548.Posting Close DateNote to ApplicantApplicants 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.  References will be contacted at the appropriate phase of the recruitment process based on applicant notification and permission.Newly hired faculty and postdoctoral fellows must assure that their official transcript is submitted to the Human Resources Office within 30 calendar days from the effective date of employment.  Academic degrees must have been awarded by regionally accredited institutions.This position may require a criminal background check to 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.DRI employs only U.S. citizens and aliens authorized to work in the U.S. DRI only sponsors aliens applying for research faculty or postdoctoral fellow positions (J-1 or H-1B Visas).All applicants hired by the Desert Research Institute are subject to E-Verify.