Casual Hire: Admin & Fiscal Support Specialist

University of Hawaii • Kapolei, HI

18h • Onsite

About The Position

Applicants seeking short-term or part-time work with the University 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. Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.

Requirements

• Bachelor’s degree, or higher, from an accredited college or university. Relevant combinations of education, training, and professional experience may also be considered.
• Prior experience working as an administrative assistant or in a similar administrative support role.
• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.

Responsibilities

• Provide administrative support for all faculty recruitment.
• Prepares and arranges the placement of ads in various national publications.
• Prepare and maintain personnel files of faculty, lecturers and student assistants.
• Prepare appointment memoranda for Recruitment Committee members.
• Assist the Recruitment Committee with communication with applicants through the use of the online recruitment software.
• Assist with scheduling interviews and making necessary equipment arrangements for committee members' use.
• Provide assistance with the creation of faculty overload documents and gathering necessary signatures and approvals for processing.
• Assist with monitoring faculty course load during schedule changes and the course cancellation period.
• Assist with tracking overload payments for the academic year and summer.
• Maintain a log and distribute paychecks each pay period.
• Distributes W-2's, 1095c, and other payroll-related materials to all employees in the Academic Affairs offices. (Shall also assist with preparation of W-2 duplicate requests)
• Compose correspondence related to the instructional programs, such as position inquiries and lecturer application acknowledgements with the use of the online recruitment software.
• Assist with preparing hire packets for lecturer hiring processing.
• Input information into spreadsheets as expenses and transactions are incurred and invoices are processed.
• Determines which account to debit for expenditures- Maintains accurate records of transactions for all accounts under instruction.
• Maintains various inventories for the Instructional Program – equipment supplies, computers; prepares disposal and transfer applications according to established procedures.
• Provides administrative support to Instructional program faculty and lecturers.
• Coordinate conference room schedule and assist faculty and staff with reservations with room scheduling software and will attend necessary training to keep updated on system changes.
• Supervise student assistants to ensure various tasks can be accomplished according to established office format and deadlines.
• Assist with campus events.
• Oversee and manage course syllabi collection each semester and summer term and advises syllabi distribution to interested campus members in accordance with campus distribution policy.
• Maintains records of syllabi collection for Administration and Division use for course building processes and accreditation reports.
• Oversee and manage the communication and processes for course cancellation and room changes for all regularly scheduled classes.
• Process semi-annual reports on cancelled classes for administrators.
• Other Related Duties as deemed necessary for the efficient and smooth operation of the instructional program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level