Admin & Fiscal Support Specialist

Description Title: Admin & Fiscal Support Specialist Position Number: 0097037T Hiring Unit: School of Ocean and Earth Science and Technology (SOEST)/Department of Oceanography Location: Manoa Campus Date Posted: April 4, 2024 Closing Date: April 23, 2024 Band: A/B Salary : salary schedules and placement information Full Time/Part Time: Full-time Month: 11-month Temporary/Permanent: Temporary Other Conditions: To begin approximately May 2024.
Continuation subject to availability of funds and satisfactory performance.
Possibility of conversion to permanent.
Duties and Responsibilities Pay Band A *Assists the Department Chair with strategic planning activities.
Assists Department leadership and helps coordinate outside consultants.
*Assists the Department Chair in developing and implementing department policies such as internal administrative procedures; communications with faculty, students, and alumni; classroom assignments; and course schedules.
*Provides executive support to the Department Chair including scheduling and organizing meetings, acting as a point of contact for various events, and preparing/editing communications and memos.
*Serves as liaison with outside units and is given the authority to speak on behalf of the Chair on administrative matters of the department.
Also responds to written inquiries as needed.
*Assists with monitoring the department budget and is given signature authority for purchases up to a level determined by the Department Chair.
*Determines the propriety and priority of purchases within authority.
Works closely with the fiscal authority assigned to the department in budget planning and expenditure of funds.
*Responsible for faculty meeting scheduling, communications, and minutes.
*Manages communications with faculty, staff, students, and alumni.
Coordinates and prepares administrative and procedural literature including news and announcements, information for faculty, announcements, informational bulletins and other internal and external reports.
*Assists with the creation, creative design, writing, editing, and maintenance of the new department web page and associated outreach activities.
*Responsible for the departmental equipment inventory and room survey.
*Assists with project coordination, and oversight.
*Provides personnel support for activities such as hiring staff, student assistants, and faculty.
Coordinates the employment/separation process for faculty, staff and advises employees of policies and procedures.
*Coordinates department staff and student helper activities.
Coordinates workload assignments and serves as point of contact to resolve various administrative issues.
*Assists in project coordination for Department projects as needed.
Coordinates the activities of project staff and independent contractors (project assistants, staff, consultants).
*Assists the Department Chair with annual evaluations.
*Assists in administrative support and coordination for all Department Personnel Committee activities.
*Reviews and monitors time sensitive processing of faculty tenure and promotion applications, periodic reviews of tenured faculty, annual reviews and contract renewals for limited-term/probationary faculty, coordinates the Departmental Promotion Committee's annual timeline, and advises the chair of the committee on departmental and university policies and procedures for tenure and promotion.
*Prepares and maintains comprehensive employment, promotion, course records, and other reports for Department Chair and other SOEST/UH offices.
*Assists with course schedules and classroom assignments, course creations/modifications, as well as general catalog updates, the three-year teaching plan, and course evaluations.
*Acts as a liaison between the FMO and Project Manager for University construction projects in the MSB and for MSB occupants; attends meetings as needed; ensures information is communicated in a timely fashion; and independently resolves issues.
*Serves as UHM Building Coordinator for MSB (Marine Sciences Building).
Represents building users and occupants and serves as resource on matters related to facilities and safety services.
Coordinates and facilitates building maintenance, campus emergency and disaster preparedness, and building security.
Also serves as the main point of contact regarding matters related to the condition of the MSB and its systems (i.
e.
environmental, electrical, plumbing, elevator).
*Serves as key holder for building keys and manages key records.
Manages after-hours building access to the Department building including programming and maintaining the electronic lock and its proprietary database.
Other duties as assigned.
Pay Band B *Participates strategic planning activities.
Provides guidance to department leadership, manages outside consultants, and makes effective recommendations throughout the process.
*In collaboration with the Department Chair, develops and implements department policies such as internal administrative procedures; communications with faculty, students, and alumni; classroom assignments; and course schedules.
*Provides executive support to the Department Chair including scheduling and organizing meetings, acting as a point of contact for various events, and preparing/editing communications and memos.
*Serves as liaison with outside units and is given the authority to speak on behalf of the Chair on administrative matters of the department.
Also responds to written inquiries as needed.
*Monitors the department budget and is given signature authority for purchases up to a level determined by the Department Chair.
*Determines the propriety and priority of purchases within authority.
Works closely with the fiscal authority assigned to the department in budget planning and expenditure of funds.
*Schedules faculty meetings, handles communications and minutes.
*Manages communications with faculty, staff, students, and alumni.
Coordinates and prepares administrative and procedural literature including news and announcements, information for faculty, announcements, informational bulletins and other internal and external reports.
*Oversees the creation, creative design, writing, editing, and maintenance of the new department web page and associated outreach activities.
Has final decision-making power and oversight on general website content, and acts as working supervisor to the department¿s graphic designer.
*Performs departmental equipment inventory and room survey.
Oversees project management.
*Provides personnel support for activities such as hiring staff, student assistants, and faculty.
Coordinates the employment/separation process for faculty, staff and advises employees of policies and procedures.
*Coordinates department staff and student helper activities.
Acts as working supervisor to student employees and Department Secretary.
Coordinates workload assignments and serves as point of contact to resolve various administrative issues.
*Coordinates department projects, activities of project staff and independent contractors (project assistants, staff, consultants).
*Assists the Department Chair with annual evaluations.
*Provides administrative support and coordination for all Department Personnel Committee activities.
*Reviews and monitors time sensitive processing of faculty tenure and promotion applications, periodic reviews of tenured faculty, annual reviews and contract renewals for limited-term/probationary faculty, coordinates the Departmental Promotion Committee's annual timeline, and advises the chair of the committee on departmental and university policies and procedures for tenure and promotion.
*Prepares and maintains comprehensive employment, promotion, course records, and other reports for Department Chair and other SOEST/UH offices.
*Manages course schedules and classroom assignments, course creations/modifications, as well as general catalog updates, the three-year teaching plan, and course evaluations.
*Acts as a liaison between the FMO and Project Manager for University construction projects in the MSB and for MSB occupants; attends meetings as needed; ensures information is communicated in a timely fashion; and independently resolves issues.
*Serves as UHM Building Coordinator for MSB (Marine Sciences Building).
Represents building users and occupants and serves as resource on matters related to facilities and safety services.
Coordinates and facilitates building maintenance, campus emergency and disaster preparedness, and building security.
Also serves as the main point of contact regarding matters related to the condition of the MSB and its systems (i.
e.
environmental, electrical, plumbing, elevator).
*Serves as key holder for building keys and manages key records.
Manages after-hours building access to the Department building including programming and maintaining the electronic lock and its proprietary database.
Other duties as assigned.
*Denotes essential functions.
Minimum Qualifications Pay Band A Possession of a baccalaureate degree in or related field and Business Administration, Public Administration, Educational Administration, Ocean Science, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Functional knowledge of principles, practices and techniques in the area of administrative program support demonstrated by knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with administrative program support.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative program support.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
Demonstrated ability to operate a personal computer, apply word processing software.
Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.
Demonstrated ability to maintain and access digital documents and apply processing software that may include, but are not limited to, MS Word, Excel, online databases, and google applications.
Pay Band B Possession of a baccalaureate degree in Business Administration, Public Administration, Educational Administration, Ocean Science, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for business management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in the area of administrative program support as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with administrative program support.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer, apply word processing software.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.
Demonstrated ability to maintain and access digital documents and apply processing software that may include, but are not limited to, MS Word, Excel, online databases, and google applications.
Desirable Qualifications Pay Band A Professional work experience in an academic/university environment preferably in an Ocean Science-related field.
Experience maintaining web pages on WordPress.
Familiarity with UH and RCUH policies and procedures.
Experience with UH and RCUH fiscal documents.
Proficient in the use of Adobe Acrobat Pro.
Experience with project coordination or management.
Experience with building and or facilities coordination including key/access management.
Experience with Microsoft Access.
Experience with Course Scheduling and Coursedog Application Pay Band B Possession of a Master's degree in public administration, educational administration, or related field.
Professional work experience in an academic/university environment preferably in an Ocean Science-related field.
Experience maintaining web pages on WordPress.
To Apply: Click on the “Apply” button on the top right corner of the screen and attach the required documents.
Applicants must submit (1) cover letter indicating what band you are applying for and how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.
e.
social security number, birth date, etc.
) redacted are acceptable, but official transcripts will be required at the time of hire.
Incomplete and late applications will not be considered.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: Edward DeLong; 808-956-0563; edelong@hawaii.
edu EEO/AA, Clery Act, ADA The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.