Administrative Services Manager

Administrative Services ManagerServe as Chief Administrative Services Officer, responsible for the management and administration of areas including, but not limited to, accounting, finance, human resources, organization and facilities management.Review and approve, as the College's designated approving authority, appointments and extensions of appointments of faculty, APT, Graduate Assistants, non-compensated appointees, casual employees, etc.Serve & supervise as the College's custodian of record for respective admin ops.; respond to requests for info. from all sources including attorneys, ensuring compliance with the provisions of the UIPA, CBAs, and other applicable laws/regulationsServe as the lead Fiscal Administrator for the College with $25,000 purchasing authority and p-card, for both the University and the RCUH transactions.Serve as the Fiscal Administrator responsible for the College's operating budget which includes general, special, revolving, trust, gift and agency funds.Supervise the maintenance of records of revenues, allocations, commitments, encumbrances, and expenditures to maintain the integrity of the College's financial position.Advise chairs & supervisors regarding the application of CBAs, BOR policies, University Executive and Administrative policies, and State and Federal laws and regulations pertaining to human resources management.Review and approve requests to create new permanent and temporary positions.Review and approve vacancy announcements for content and to ensure that University policies and procedures, collective bargaining provisions, and equal employment opportunity/affirmative actions requirements are met.Review and approve requests for overload ensuring compliance with University policies and procedures, collective bargaining agreements, Federal regulations, and other terms and conditions set forth by granting agencies.Supervise the proper application of employee benefit programs, workers' compensation claims procedures, and temporary disability benefits.In consultation with the Office of International Affairs, advise chairs and prospective employees of immigration requirements/laws and University policies relative to obtaining necessary employment visas.Review & respond as appropriate to claims for unemployment benefits. Appear & testify at hearings as necessary. Working closely with the HR Specialist, receives & hears complaints/concerns and acts to resolve personnel conflicts.Train, evaluate and supervise of administrative staff in various functional areas.Aid the Dean in the formulation, optimization, execution and evaluation of all policies, procedures and operations of the College, while receiving recommendations from the Personnel Officer and administrative staff.Responsible for formulation, implementation, and evaluation of all academic staffing models, fiscal, and human resources operations of the CollegeWork with the Dean and Associate Deans to formulate strategic procurement and management of space and facilities within the College.Create, develop, implement and modify effective staffing plans for the college to support research and education efforts.Facilitate the formation of effective staffing models within departments.Develop in partnership with the Dean effective and responsive budget models for the College and individual departments.Work in partnership with the Dean and Associate Deans in various roles including: team building, developing collaborations across colleges or between departments, fundraising, developing public events, coordinating and scheduling meetings, implementing payroll and funding initiatives, and playing a leadership role in the formation of an effective, positive culture within the college.Recommends and implements changes to administrative program policies, and standard operating procedures to improve customer service operations to achieve the most efficient and economical service.Work with the Dean and Associate Deans to strategize, develop & coordinate an advisory board. Plan and assist in the facilitation of meetings and activities for the Board, alumni, and other stakeholder groups.Develop and execute feedback mechanisms for all functions of the College.Leads and assists with grievances, labor relations cases and investigations with employees and union representatives. Serve as fact finder on investigations as necessaryWork with the Dean and Associate Deans to strategize, develop & coordinate an advisory board. Plan and assist in the facilitation of meetings and activities for the Board, alumni, and other stakeholder groups.Work with Dean to develop and implement College policies including but is not limited to course buy-out for instructional faculty, course coverage for members on sabbatical/leave, and travel during the duty period.Conducts detailed due diligence, assesses, and manages project-level risks (including University reputational risk and land agreement risk) with community collaborators and agency sponsors to mitigate risk to the College and University.Evaluates programmatic and land/lease agreements to identify where problems could arise and implement mitigation measures to manage risks and controls.Serves as point of contact for high-risk and/or emergency programmatic situations in the College.Responsible for alerting appropriate administrators and to assist with a coordinated response whether an investigation needs to be initiated or whether additional information is needed in order to respond to a request for a comment from the media.Other duties as assigned* Denotes Essential FunctionMinimum Qualifications:Possession of a baccalaureate degree in business administration, arts & sciences, higher education or related field and 7 year(s) of progressively responsible professional experience with responsibilities for financial management and/or human resources; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.Advanced and comprehensive knowledge and understanding of a wide range of developing and emerging concepts, principles and methodologies of the assigned financial management and/or human resources.Comprehensive knowledge and understanding of a wide range of principles, theories, federal and state laws and systems associated with financial management and/or human resources.Demonstrated ability to understand problems from a broad interactive perspective and use reasoning to discern underlying principles and issues when problem solving, and apply creative thinking to resolve problems in new and unprecedented approaches.Demonstrated written and verbal competence in presenting ideas, concepts and models clearly using persuasion and negotiation to build consensus and cooperation.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.For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.Extensive knowledge of accepted governmental accounting principles, techniques, and fund accounting systems.Extensive knowledge of principles and practices of federal and other extramural funding administration.Extensive knowledge of the principles and practices of personnel administration.Thorough knowledge of the theories and practices of organization and management.Ability to analyze financial statements and statistical reports, discern trends, and apply analytical techniques.Strong people skills including the ability to inspire creativity and team building in others as well as the ability to handle difficult personnel situations with professionalism and timeliness.Demonstrated creativity.Strong interpersonal and communication skills and an ability to work with a diverse team of faculty, students, and staff.Desirable Qualifications:Extensive knowledge of the administrative practices of the University of Hawaii and other institutions of higher education.Excellent time management.Experience in writing grant proposals (educational, research).Experience in fund raising and philanthropy.Experience in working with advisory boards.Experience in improving organizational efficiency and organization.Desire to work as a team to create a positive environment.Desire to understand the academic environment and work within the system to make things happen.Ability to provide leadership to staff and advice/guidance to staff, students, faculty, and administration on organizational structure and practices.Highly organized.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 (i.e. social security number, birthdate, etc) REDACTED. If requested transcripts are unobtainable by closing date, please indicate in where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date to email copies of your transcripts to View email address on click.appcast.io. Official transcripts will be required if selected to fill the position.Note: If you have not applied for a position before using NeoGov, you will need to create an account.Inquiries: