What are the responsibilities and job description for the Assistant to the Dean position at University of Hawaii?
Description
****Applicants seeking short-term or part-time work with the University of Hawai'i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits as provided to regular BOR and Civil Service employees (i.e. paid holidays/leave). Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.
Working Title: Assistant to the Dean
Position Number: ****Casual Hire
Hiring Unit: The School of Hawaiian Knowledge Dean's Office
Location: UH Manoa
Date Posted: March 20, 2024
Closing Date: March 20, 2024; 11:59pm
Salary: PBB, Hourly rate
Schedule: Vary, 0.50 - 1.00 FTE
Temporary/Permanent: Temporary
Funding: Special
Duties and Responsibilities
Provides professional administrative support for the Dean and serves as the primary point of contact for the daily operations of the School of Hawaiian Knowledge (SHK) Dean's Office.- Serves as Office Manager for the Dean's Office to ensure a professional, effective and efficient work environment. Develops and maintains effective systems for communicating, scheduling, filing and electronic document tracking.
- Supports the Dean's new initiatives and processing memoranda of agreements, meetings with university representatives and coordination with relevant parties.
- Facilitates and manages faculty personnel actions such as tenure/promotion, contract renewal, and periodic review. Provides guidance to faculty in navigating the various systems used to process these actions. Updates related databases in SHK and Office of the Vice Provost for Academic Excellence (OVPAE).
- Manages all college documents including personnel documents, meeting minutes, college policy, administrative memos, and other archival materials. Serves as steward of highly confidential information.
- Independently prepares a variety of correspondence for the Dean, including action memos, offer letters, contract renewals, lengthen/shorten probationary period, etc. Ensures appropriateness and propriety, identifies problem areas and researches and resolves discrepancies to advise the Dean accordingly.
- Assists with providing guidance on and processing Emeritus requests.
- Oversees and coordinates the Dean's calendar and appointments.
- Organizes and schedules meetings, such as leadership, Chairs/Directors, committee meetings, etc. Attends and takes meeting minutes for record keeping and dissemination.
- Coordinates events sponsored by the SHK Dean's Office by scheduling, planning and overseeing logistical arrangements for program review, strategic planning, retreats, etc.
- Tracks, anticipates and prepares for upcoming deadlines and events that require action by the Dean.
- Ensures daily work is in compliance with university, state, and federal policies, procedures and practices and advises the Dean accordingly.
- Organizes travel and itineraries for the Dean and prepares travel request/completion reports. Prepares and submits documentation for the Dean's reimbursements.
- Prepares and processes fiscal documents such as requisition, purchase orders, check requests, and serves as a Peard holder.
- Serves as the Parking Coordinator to distribute parking allocations to the units in CoE.
- Fosters effective working relationship with the Manoa campus community.
- Recruits, hires, trains, and manages student assistants in the Dean's Office.
- Other duties as assigned.
- Denotes Essential Functions
Minimum Qualifications
- Possession of a baccalaureate degree in business, arts, social science, arts and humanities, education or related field and 3 year(s) of progressively responsible professional experience with responsibilities for project management, program administration, and/or supporting executives/administrators; 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 field of project management, program administration and/or supporting executives/administrators 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 project management and/or program administration.
- 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 and apply word processing software, including spreadsheets, presentation software, etc.
- If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
- Demonstrated ability to work and communicate effectively and sensitively with individuals from diverse demographic populations and cultures.
- Demonstrated ability to work effectively and independently under pressure with frequent interruptions, and remain flexible in handling several concurrent assignments with competing deadlines.
- Demonstrated ability to handle confidential information with a high level of tact, discretion, and diplomacy.
- Ability to solve problems using creative solutions, within the context of policies and institutional frameworks.
- Strong organizational skills and ability to manage work priorities.
- Strong communication and interpersonal skills.
- Demonstrated ability to foster a team-oriented environment with a diverse group of individuals.
Desirable Qualifications
- Professional work experience in a higher education environment.
- Experience working in academic programs.
- Familiarity with the institutional culture of the UH system, particularly of the UH Manoa campus.
- Knowledge of UH, RCUH, and/or UHF policies and procedures.
- Experience with contract/agreement review.
- Working knowledge of collaborative software apps such as Google Workspace.
- Working knowledge of the Hawaiian language
To Apply:
Click on the “Apply” button on the top right corner of the screen to complete an application and upload the required documents. Required documents include:
1. Cover letter indicating interest in the position and how you satisfy the minimum and desirable qualifications;
2. Current resume / curriculum vitae;
3. Names and contact information (including email address) of at least three (3) professional references;
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries:
Daylen Koga, Administrative Services Manager: dkoga@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.
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