Assistant to the Director

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Description

Title: Assistant to the Director (Admin & Fiscal Support Spec) Position Number: 79520 Hiring Unit: VP for Academic Strategy, Institutional Research, Analysis & Planning Location: Honolulu, Manoa Campus Date Posted: January 29, 2024 Closing Date: February 12, 2024 Band: A Salary : salary schedules and placement information Full Time/Part Time: Full-time Temp./Permanent: Permanent Duties and Responsibilities

• Provides administrative support, including scheduling and coordinating. appointments and travel and preparing necessary materials and documents for the Director in the Vice President for Academic Strategy, Institutional Research, Analysis and Planning Office.
• Assists with financial management, budgetary analysis and resource allocation.
• Assists in preparing annual budget requests, biennium requests and a variety of reports (program action, university centers, strategic planning, etc.).
• Collects information and assists in the preparation of administrative reports related to program operations, administrative functions, and federal compliance.
• Plans and coordinates meetings and maintains records of meetings, agreements, policies and procedures for systemwide institutional research activities.
• Assists with the coordination and update of online requirements for the unit, including maintenance of web pages.
• Manages office information flow, records and files, and handles or refers inquiries or requests to appropriate staff or offices.
• Prepares and issues fiscal related documentation to procure supplies and equipment such as requisitions, purchase orders, sole source purchases, requests for quotations, etc. and travel request forms, in compliance with applicable laws, policies, procedures, rules and regulations.
• Provides general administrative support, and coordinates and provides logistical support for system-wide institutional research activities. Coordinates and manages external data requests for the office, maintains project calendars, and monitors deadlines for all institutional research activities.
• Assists with maintenance of lists for access/authorization to systemwide information databases.
• Coordinates auxiliary services for the unit, e.g., telecom requests, facilities maintenance, etc., and prepares documents or request via the online web application.
• Supervises student assistant(s) and manages student accounts via the online web application.
• Other duties as assigned

• Denotes Essential Functions

Minimum Qualifications

• Possession of a baccalaureate degree in business, public administration or related field and 1 year of progressively responsible professional experience with responsibilities for project/program management, and/or fiscal 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.
• Functional knowledge of principles, practices and techniques in the area of project/program management, and/or fiscal and administrative support demonstrated by knowledge, understanding and ability to apply concepts, terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with fiscal and administrative support.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of project/program management and/or fiscal and administrative support.
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
• Demonstrated ability to operate a personal computer and apply word processing, presentation, and spreadsheet software.
• Demonstrated ability to use Excel to prepare data in tabular format and finalize tables efficiently and accurately.
• Demonstrated ability to present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.

Desirable Qualifications

• Knowledge of institutional rules, regulations, policies and procedures related to system-wide activities for the University of Hawaii.
• Experience working with academic and support programs in a multi-campus, public university.
• Ability to travel in a timely and efficient manner to various locations on Oahu to conduct errands and support meetings/events.

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 interest in the position and 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 (02/19/2024) to email copies of your transcripts to View email address on us.fitly.work. Official transcripts will be required if selected to fill the position. INCOMPLETE APPLICATIONS MAY NOT BE CONSIDERED. Note: If you have not applied for a position before using NeoGov, you will need to create an account. Inquiries: Office of Human Resources, View email address on us.fitly.work 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.