What are the responsibilities and job description for the Program Specialist position at University of Hawai'i?
Location : Honolulu, HI
Job Type : Full-Time Temporary
Job Number : 2025-00065
Department : University of Hawai'i at Manoa - Institute for Astronomy
Opening Date : 01 / 24 / 2025
Closing Date : 2 / 7 / 2025 11 : 59 PM Hawaii
Position Number : : 0096920T
Description
Title : Program Specialist
Position Number : 0096920T
Hiring Unit : Institute for Astronomy
Location : Honolulu, Hawai'i
Date Posted : January 24, 2025
Closing Date : February 7, 2025
Band : A
Salary : salary schedules and placement information
Full Time / Part Time : Full-time
Month : 11-month
Temporary / Permanent : Temporary
Duties and Responsibilities
- Provides primary general administrative support for IfA educational and outreach programs, projects, contracts and grants as identified by the Director (e.g., Akamai, Maunakea Scholars, REU (Research Experience for Undergraduates), TeachAstro, etc.).
- Provides primary support for fundraising activities as identified by the Director.
- Provides back-up administrative support to the Director and Associate Directors, e.g., scheduling and meeting logistics, preparing presentations / materials, and drafting correspondence.
4. Assists with managing office operations including but not limited to answering phones, scheduling appointments, meeting room reservations and zoom arrangements, greeting and screening visitors, and ordering office supplies.
10. Other duties as assigned.
Minimum Qualifications
1. Possession of a baccalaureate degree in business administration, communications, liberal arts, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for academic and administrative support or any equivalent combination of education and / or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Functional knowledge of principles, practices and techniques in the area of supporting an academic and research department demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with supporting an academic and research department.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of customer service operations.
5. Demonstrated ability to understand oral and written directions, write reports and procedures, and communicate effectively in a variety of situations.
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. Working knowledge of issues relating to operations of an academic research unit, e.g. academic curriculum and / or student services.
9. Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
10. Demonstrated excellent organizational skills.
11. Demonstrated skill in time management and multi-tasking.
12. Desire to work as a team to create a positive environment.
13. Demonstrated ability to apply MS Office and Adobe Acrobat DC applications.
Desirable Qualifications
1. Administrative experience working in a research environment.
2. Familiarity with the UH and RCUH administrative policies and procedures.
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) official transcripts. Copies of transcripts are acceptable, but official transcripts will be required at the time of hire. Incomplete applications will not be considered.
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Inquiries : Melissa Matsuura; mmatsuur@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 :
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 : , 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 :
