What are the responsibilities and job description for the Program Specialist (Pos# 0097371T) position at University of Hawaii?
Description
Title: Program Specialist
Position Number: 0097371T
Hiring Unit: School of Ocean and Earth Science and Technology (SOEST)
Location: UH at Manoa
Date Posted: January 6, 2025
Closing Date: January 23, 2025
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: To begin approximately February 2024. Continuation subject to availability of funds and satisfactory performance. Possibility of conversion to permanent.
Duties and Responsibilities (*Denotes essential functions)
1. *Provides professional administrative support to the Dean's Office management team.
2. *Manages the day-to-day operations of the Dean's office.
3. *Reviews and analyzes documents, reports, requests and correspondence to determine the prioritization and appropriate handling and/or action required and manage confidential information with discretion.
4. *Collaborates with the Associate Dean for Academic Affairs (ADAA) on related activities for curriculum initiatives, faculty promotion and tenure review and process for SOEST. Conducts research on related matters and drafts papers, responses, and reports as needed.
5. *Advises the Dean and ADAA on the tenure and promotion, limited-term appointments and post-tenure review processes and provides documentation for the ADAA & units of SOEST for appropriate actions. Monitors status of required documents and submit reports as required.
6. *Oversees and coordinates SOEST response to UHM deadlines and external requests for information, data, forms, applications, and other regular administrative protocols.
7. Ensures all materials are in compliance with University and SOEST policies.
8. *Works closely with teams led by other SOEST unit staff to achieve goals and deadlines on a regular basis.
9. *Liaison with outside units and authorized to speak on behalf of the Dean's Office on administrative matters as well as written inquiries.
10. *Coordinates all aspects of meetings, seminars and functions for the SOEST Dean's Office as required. Ensures compliance with policies and procedures.
11. *Determines appropriateness of fiscal and personnel documents (such as purchases and travel) and recommends alternatives/corrections as necessary.
12. *Provides personnel support for activities such as hiring staff, students, and faculty. Oversees the process to ensure compliance with policies and procedures.
13. *Supervise, train, and evaluate student assistants. Takes corrective action as necessary.
14. *Develops and maintains positive working relationships between the Dean's office, SOEST departments and research units and campus offices.
15. *Coordinates, and acts as point of contact in the planning and execution of the biennial SOEST Open House. Makes recommendations to maximize efficiency while maintaining compliance with policies and procedures.
16. *Researches and makes recommendation based on written/unwritten instructions, internal/external guidelines/policies, and work experience for various situations as required.
17. Other duties as assigned.
Minimum Qualifications
1. Possession of a baccalaureate degree in education, business administration, social sciences, human resources or related field and 3 year(s) of progressively responsible professional experience with responsibilities for program management, business administration and/or human resources; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of program management, business administration and/or human resources as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with fiscal administration and human resources management.
4. 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.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Ability to multi-task and perform in a high paced working environment, prioritize and organize workload and meet deadlines.
10. Ability to exercise tact, diplomacy, initiative and sound judgment.
11. Ability to manage sensitive information and files containing confidential information.
Desirable Qualifications
1. Work experience in an academic/research institution.
2. Knowledge of and/or experience with UHM's academic and research programs and support services.
3. Proficient in the use of Microsoft Office software specifically with Word, Excel and Power Point, virtual meeting software (Zoom, Microsoft Teams), and eSignature software (Adobe, DocuSign, ETS).
4. Some experience and working knowledge of Banner, UH/RCUH/UHF financial systems, UH/RCUH HR systems, and myGrant.
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 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.
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Inquiries:
Juanita Andaya; 808-956-9110; juanita@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. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/
Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/
