What are the responsibilities and job description for the Program Specialist (0077713) position at University of Hawaii?
JOB
Title: Program SpecialistPosition Number: 0077713Hiring Unit: Department of Earth Sciences/School of Ocean and Earth Science and Technology (SOEST)Location: UH at ManoaDate Posted: February 25, 2025Closing Date: March 14, 2025Band: BSalary : salary schedules and placement informationFull Time/Part Time: Full-timeMonth: 11-monthTemporary/Permanent: PermanentOther Conditions: To begin approximately April 2025. Duties and Responsibilities (*Denotes essential duties)*Provides professional administrative, logistical, and fiscal support, for all course-related matters. This includes but is not limited to field trips; classroom access, scheduling, and maintenance; textbook orders; and course scheduling and course catalog updates. Reviews, prepares, and processes documents for these activities.*Provides general administrative support to the Undergraduate Chair and Geoscience Education and Outreach (GEO) Specialist for communication with, activities for, and academic support of undergraduate majors. Supports the GEO specialist with outreach activities.*Provides executive support to the Department Chair including scheduling and organizing meetings, acting as a point of contact for various events, and preparing/editing sensitive or confidential communications and memos. Handles scheduling, communication, and records of faculty meetings. Administers and records faculty votes.*In collaboration with the Department Chair, develops and implements department policies and internal administrative procedures.*Manages internal department communications with faculty, staff, and students regarding policy, news, announcements, and events. Maintains and updates department email accounts and listservs.*Oversees and determines disposition of outward departmental communications including external email or phone requests and announcements and in-person assistance to students and visitors.*Manages records and communications with alumni and donors.*Provides logistical and fiscal support for department activities including student gatherings, alumni events, and department seminars including travel for invited speakers.*In collaboration with the Department Chair, oversees the creation, editing, and maintenance of the department web pages, online calendars and personnel directories. Acts as working supervisor to assign tasks to the department's Student Assistant for updating and managing website content.*Provides administrative support and communication for all personnel actions including graduate faculty appointments, new hiring, personnel and payroll actions, and advising faculty on related policies and procedures. Ensures salary payments are made in a timely manner.*Hires, trains, manages and supervises department office student assistants.*Responsible for the procurement and inventory of supplies, services and equipment. Initiates follow-up action with vendors and departmental requisitioners to ensure timely and proper payment. Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures. Independently researches and resolves any issues.*Prepares and audits various fiscal documents such as purchase orders, reimbursements, travel request and completion reports, and purchasing cards. Creates and maintains records and spreadsheets for travel reports. Advises faculty on related policies and procedures.*Monitors the department budget and is given signature authority for purchases up to a level determined by the Department Chair. Advises Department Chair on budgetary matters and makes recommendations to address any concerns.*Determines the propriety and priority of purchases within authority. Works with the fiscal authority assigned to the department in budget planning and expenditure of funds.Other duties as assignedMinimum Qualifications Possession of a baccalaureate degree in Business Administration, Public Administration, Educational Administration, Liberal Studies or related field and 3 years of progressively responsible professional experience with responsibilities for business management; 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 area of administrative program support as demonstrated by practice of the pertinent standard and evolving concepts, principles, and methodologies.Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, theories and systems associated with administrative program support.Demonstrated ability to resolve wide-ranging complex problems through the use 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 apply word processing software, and spreadsheet software, such as those provided by Microsoft, Google, or other providers.If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.Proficient in maintaining and accessing digital documents.Proficient in successfully managing, prioritizing, and completing multiple tasks with competing deadlines.Demonstrated ability to work independently, as well as with a team.Desirable Qualifications Professional work experience in an academic/university environment, preferably in a STEM field.Experience and proficiency in working with faculty, postdocs, and students.Prior work experience in procurement and inventory accounting.Familiarity with UH, RCUH and/or UH Foundation policies, procedures and documents.Familiarity with applications such as UHM Kuali Financial Management System, UHM STAR database, UHM Banner database, UHM Coursedog, Office of Graduate Education CMS database, RCUH Personnel and Fiscal Portal.Experience in mentoring, training, and supervising multiple employees.Experience in planning and coordinating events for employees and outside professionals.Expertise in IT support.To Apply: Click on the “Apply” button on the top right corner of the screen and attach the required documents. Applicants must submit the following: (1) cover letter indicating what band you are applying for and 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.Note: If you have not applied for a position before using NeoGov, you will need to create an account.Inquiries: Garrett Apuzen-Ito; 808-956-9717; earth@hawaii.edu
EXAMPLE OF DUTIES
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/
Title: Program SpecialistPosition Number: 0077713Hiring Unit: Department of Earth Sciences/School of Ocean and Earth Science and Technology (SOEST)Location: UH at ManoaDate Posted: February 25, 2025Closing Date: March 14, 2025Band: BSalary : salary schedules and placement informationFull Time/Part Time: Full-timeMonth: 11-monthTemporary/Permanent: PermanentOther Conditions: To begin approximately April 2025. Duties and Responsibilities (*Denotes essential duties)*Provides professional administrative, logistical, and fiscal support, for all course-related matters. This includes but is not limited to field trips; classroom access, scheduling, and maintenance; textbook orders; and course scheduling and course catalog updates. Reviews, prepares, and processes documents for these activities.*Provides general administrative support to the Undergraduate Chair and Geoscience Education and Outreach (GEO) Specialist for communication with, activities for, and academic support of undergraduate majors. Supports the GEO specialist with outreach activities.*Provides executive support to the Department Chair including scheduling and organizing meetings, acting as a point of contact for various events, and preparing/editing sensitive or confidential communications and memos. Handles scheduling, communication, and records of faculty meetings. Administers and records faculty votes.*In collaboration with the Department Chair, develops and implements department policies and internal administrative procedures.*Manages internal department communications with faculty, staff, and students regarding policy, news, announcements, and events. Maintains and updates department email accounts and listservs.*Oversees and determines disposition of outward departmental communications including external email or phone requests and announcements and in-person assistance to students and visitors.*Manages records and communications with alumni and donors.*Provides logistical and fiscal support for department activities including student gatherings, alumni events, and department seminars including travel for invited speakers.*In collaboration with the Department Chair, oversees the creation, editing, and maintenance of the department web pages, online calendars and personnel directories. Acts as working supervisor to assign tasks to the department's Student Assistant for updating and managing website content.*Provides administrative support and communication for all personnel actions including graduate faculty appointments, new hiring, personnel and payroll actions, and advising faculty on related policies and procedures. Ensures salary payments are made in a timely manner.*Hires, trains, manages and supervises department office student assistants.*Responsible for the procurement and inventory of supplies, services and equipment. Initiates follow-up action with vendors and departmental requisitioners to ensure timely and proper payment. Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures. Independently researches and resolves any issues.*Prepares and audits various fiscal documents such as purchase orders, reimbursements, travel request and completion reports, and purchasing cards. Creates and maintains records and spreadsheets for travel reports. Advises faculty on related policies and procedures.*Monitors the department budget and is given signature authority for purchases up to a level determined by the Department Chair. Advises Department Chair on budgetary matters and makes recommendations to address any concerns.*Determines the propriety and priority of purchases within authority. Works with the fiscal authority assigned to the department in budget planning and expenditure of funds.Other duties as assignedMinimum Qualifications Possession of a baccalaureate degree in Business Administration, Public Administration, Educational Administration, Liberal Studies or related field and 3 years of progressively responsible professional experience with responsibilities for business management; 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 area of administrative program support as demonstrated by practice of the pertinent standard and evolving concepts, principles, and methodologies.Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, theories and systems associated with administrative program support.Demonstrated ability to resolve wide-ranging complex problems through the use 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 apply word processing software, and spreadsheet software, such as those provided by Microsoft, Google, or other providers.If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.Proficient in maintaining and accessing digital documents.Proficient in successfully managing, prioritizing, and completing multiple tasks with competing deadlines.Demonstrated ability to work independently, as well as with a team.Desirable Qualifications Professional work experience in an academic/university environment, preferably in a STEM field.Experience and proficiency in working with faculty, postdocs, and students.Prior work experience in procurement and inventory accounting.Familiarity with UH, RCUH and/or UH Foundation policies, procedures and documents.Familiarity with applications such as UHM Kuali Financial Management System, UHM STAR database, UHM Banner database, UHM Coursedog, Office of Graduate Education CMS database, RCUH Personnel and Fiscal Portal.Experience in mentoring, training, and supervising multiple employees.Experience in planning and coordinating events for employees and outside professionals.Expertise in IT support.To Apply: Click on the “Apply” button on the top right corner of the screen and attach the required documents. Applicants must submit the following: (1) cover letter indicating what band you are applying for and 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.Note: If you have not applied for a position before using NeoGov, you will need to create an account.Inquiries: Garrett Apuzen-Ito; 808-956-9717; earth@hawaii.edu
EXAMPLE OF DUTIES
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/
