Administrative & Fiscal Support Specialist (0097531)

Description

Title:                                        Administrative & Fiscal Support Specialist
Position Number:                   0097531
Hiring Unit:                             Office of the President
Location:                                 Manoa Campus
Date Posted:                           February 21, 2025
Closing Date:                          March 7, 2025, 2025; 11:59 PM, HST
Band:                                       A 
Salary:  salary schedules and placement information
Additional Salary Info:           Pay Band A: minimum $4,307/month
Full Time/Part Time:               Full-time
Temporary/Permanent:          Permanent
Funding:                                 General
 
Other Conditions:                Pending position clearance and exclusion from collective bargaining

Duties and Responsibilities:
1. *Provide the broad range of administrative support to the Executive Assistant to the President and Special Advisor to the President.

2. *Handles matters with the highest level of extreme tact, confidentiality, discretion and sound judgment.

3. *Assists in the management of documents and public records containing sensitive and confidential high-level information.

4. *Organizes and maintains an electronic document tracking and repository of documents, and makes necessary changes to existing workflows and processes for effectiveness and efficiency.

5. *Reviews and finalizes documents, including drafting more complex responses and independently handling more routine responses.

6. *Prepares and finalizes documents for final signature and distribution, ensuring appropriateness and propriety, as well as content, grammar, format, links, and other administrative matters are addressed. Documents may include correspondence, spreadsheets, slide or video presentations, etc.

7. May assist with preparation of background and position papers and information in response to inquiries from Board of Regents, as well as internal and external offices and entities.

8. *Coordinates and schedules meetings including for senior executives, and determines the necessary logistics to address including space, transportation, video conference/phone, and other necessary items.

9. *Tracks and calendars deadlines, events, meetings and other activities for assigned executives.

10. *Initiates, prepares, reviews, audits, analyzes and processes fiscal related documents including requisitions, payments, reimbursements, purchasing, travel and other business related matters with accuracy and compliance with UH, UH Foundation, RCUH policies and procedures; state and federal laws; and business best practices.

11. Assists in tracking office budget and expenses.

12. *Responds to internal and external callers and visitors with highest level of tact, sensitivity and diplomacy, and coordinate with executives and office staff to address and resolve issues.

13. Assists with special projects and special events, providing necessary support.

14, As needed, Coordinates with other staff within the office to provide coverage for urgent matters and sometimes during non-business hours.

15. Fosters effective working relationships with system and campus leadership, faculty, staff, students and business and community members.

16. Keeps abreast of changes in higher education and state of Hawai`i, so to understand and assist supervisors.

17. In the absence of the Executive Assistant to the President, may supervise student assistants.

* - denotes Essential Functions

Minimum Qualifications:
1. Possession of a baccalaureate degree in business administration, arts and sciences, or related field and 2 year(s) of progressively responsible professional experience with responsibilities for office operations and/or 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 administrative support 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
administrative support.

4, Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative support.

5. Demonstrated ability to understand oral and written documentation, 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 members and individuals.

7. Demonstrated ability to operate a personal computer, apply word processing software, and Microsoft applications including Word, Excel, Adobe Acrobat and google applications including google documents and sheets.

8. Demonstrated experience in managing work priorities and projects.

9. Demonstrated experience in exercising tact, discretion, confidentiality and judgment for leadership or comparable offices.

Desirable Qualifications:
1. Experience in higher education environment.

2. Knowledge of the University of Hawai`i mission and structure.

3. Knowledgeable of UH and UH Foundation business policies and procedures and technical systems.

To Apply:
Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: (1) resume, (2) cover letter indicating how the minimum and desirable qualifications of the position are met, (3) the names and contact information (telephone number and email addresses) of at least three professional references, and (4) copies of educational transcripts with CONFIDENTIAL DATA (ie. social security number, birth date, etc.) REDACTED. If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from closing date to email copies of your transcripts to systempo@hawaii.edu. Official transcripts will be required if selected to fill the position. INCOMPLETE 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:
Brenda Shin, systempo@hawaii.edu

EEO, Clery Act, ADA:

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status.  For more information, visit:  https://www.hawaii.edu/offices/eeo/policies/

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/   

Salary : $4,307