Admin & Fiscal Support Specialist

UH Manoa - College of Tropical Agriculture & Human Resources   Honolulu, HI   Full-time     Education
Posted on June 17, 2024
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Title: Administrative and Fiscal Support Specialist (Assistant to Associate Dean for Academic and Student Affiars)
Position Number: 0078720
Hiring Unit: College of Tropical Agriculture and Human Resources (CTAHR), Academic and Student Affairs Office (ASAO)
Location: Manoa Campus, Gilmore Hall
Posting Date: 06/12/2024
Closing Date: 06/30/2024
Band: A
Minimum Monthly Salary: Salary Schedules and Placement Information
Full Time/Part Time: Full-Time
Temporary/Permanent: Permanent
Other Conditions: To begin July 16, 2024 or soon thereafter.
Duties and Responsibilities 

  • Relieves the Associate Dean of administrative duties by acting expediently, promptly, and collaboratively within a framework of established policies, procedures, and work expectations.
  • Arranges daily schedule for the Associate Dean, considering the urgency of business and work schedule. Maintains an electronic calendar for the Associate Dean that is available for viewing by other administrators and their secretaries or office assistants.
  • Coordinates and schedules meetings for the Associate Dean, including making all necessary arrangements for meetings, appointments, speaking engagements, and conferences with university officials, administration, faculty, staff, students, and stakeholders. Ensures that all pertinent information and other requirements needed by the Associate Dean to conduct these events are available.
  • Coordinates the Schedule of Classes (SOC) development for the regular and summer sessions with the College’s Departments and the UHM Scheduling Office through Coursedog. Assist in building and disseminating (SOC) reports to CTAHR Advisors and other interested parties.
  • Coordinates budget reports and other documents essential to the College's instructional programs. Assist the Academic and Student Affairs Office in coordinating program modifications, new course proposals, and course modifications.
  • Assist the Academic and Student Affairs Office staff in coordinating student events by following university procedures and policies and completing all necessary forms and documents.
  • Prepares periodic and statistical reports for the Associate Dean that might involve compiling data from several sources and working out details for their presentation.
  • Preparing travel documents for staff and procuring materials for recruitment and retention events following university procedures and policies and completing all necessary forms and documents.
  • Processes financial transactions through KFS, Concur, RCUH Financial Portal, eTravel, and UHF financial systems and maintains accurate records of UH, RCUH, and UH Foundation budget and expenditure reports.
  • Prioritizes work to ensure deadlines are met, which may involve disseminating information to department secretaries and informing them of deadlines for submitting data for reports.
  • Coordinates the distribution of incoming and outgoing correspondences, reports, and other materials among CTAHR Administration, Academic and Student Affairs Office staff members, and CTAHR faculty, staff, and students. This includes determining whether supporting data are essential and complete before distributing the correspondences and checking for grammatical and formatting edits.
  • Composes memos and memoranda for understanding/agreements on the Academic and Student Affairs Office for the Associate Dean’s review.
  • Works to provide pertinent background information and calls to the attention of the Associate Dean those matters requiring his immediate attention. Handles telephone, email, written requests, and routine correspondence, including replies that do not require the Associate Dean's attention promptly.
  • Maintains up-to-date files of all correspondence covering a wide range of subject matter, including files of all academic and related policies, procedures, programs, correspondence, reports, and records essential to the Academic and Student Affairs Office electronically and via hard copy. Scans and archives materials as needed.
  • Represent CTAHR Academic and Student Affairs Office by responding to general inquiries about CTAHR and their academic program inquiries via in- person visits, telephone, and email and making referrals when necessary.
  • Trains and supervise student assistants as needed.
  • Other duties as required.

Minimum Qualifications 

  • Possession of a baccalaureate degree in business, education, sciences, or related field from an accredited college and 0 year(s) of progressively responsible professional experience with responsibilities for academic and student affairs or related field; 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 academic and student affairs demonstrated by learning, understanding, and applying concepts and terminology.
  • Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with academic and student affairs.
  • Demonstrated ability to recognize problems, identify possible causes, and resolve the issues that may commonly occur in the area of procurement.
  • Demonstrated understanding of oral and written documentation, writing reports and procedures, and communicating effectively in various situations.
  • Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals, including prospective students and their families.
  • Demonstrated ability to operate a personal computer and apply word processing, spreadsheet, and presentation software.

Desirable Qualifications

  • Demonstrated knowledge and experience working at the University of Hawai‘i, anoa.
  • Knowledge and experience in CTAHR academic programs 
  • Knowledge and experience in using Salesforce, Pardot, Canva, and Microsoft Office.
  • Knowledge and experience with UH fiscal systems such as Concur, KFS, and RCUH financial. 

To Apply:
Note: If you have not applied for a position before using NeoGov, you will need to create an account. Please submit the following online through NeoGov: 1) Cover letter indicating how you satisfy the minimum and desirable qualifications, 2)resume, 3) names and contact information for at least three professional references and 4) official transcripts (copies accepted, however official transcripts will be required upon hire). Failure to submit all required documents shall deem an application to be incomplete. Incomplete applications will not be considered

Catherine Chan,