Admin & Fiscal Support Specialist - Hawaiian Studies (0079173)

University of Hawaii•Honolulu, HI

6d•Onsite

About The Position

This position serves as the Center's Administrative Assistant and liaison for inquiries from external agencies, faculty, staff, students, and the general public. The role assists the Center's Director with overall program management and administration of academic and research functions. It coordinates and manages daily operations and activities in support of academic, research, extension, and administrative functions of Kamakakuokalani Center for Hawaiian Studies (KCHS) under the direction of the Center's Director. The specialist initiates essential departmental documents and memos, and responds to internal and external inquiries, legislative requests, etc. They review the appropriateness of action memos issued from the Center and provide recommendations. This role also serves as the Center's point of contact for annual special projects and develops and manages all KCHS departmental publications and public relations materials. Collaboration with the Administrative Office, Educational Specialist, and facilities manager is key to ensuring compliance with all department personnel, payroll, and fiscal policies and procedures, rules and regulations of the University and State. The specialist assists the Center Director with departmental recruitment and hiring processes, advises faculty and staff on leave balances and personnel documentation, and provides oversight of KCHS purchases. They work with the Center's Administrative and Fiscal Support Specialist and HSHK’s Administrative Office to develop support materials for faculty and staff on purchasing, travel, and extramural funding procedures. The role supports the management, maintenance, and daily operations of the KCHS building and facility, ensuring compliance with applicable State and University requirements. Maintaining a working knowledge in course scheduling, student success reporting, and the course scheduling system is also required. This position coordinates and assigns building alarm codes and keys, and supports the schedule of facility use. They also support the KCHS Director in managing KCHS office equipment and classroom audio visual equipment and serve as the point person for the Center's office and classroom equipment maintenance and repairs. Coordination of the Center’s physical inventory and ensuring compliance with appropriate State, University, federal and/or sponsoring agency requirements is part of the duties. The specialist coordinates and manages KCHS faculty and staff annual parking assignments and daily use of KCHS parking passes. Maintaining current knowledge of University, State, and federal agency rules and regulations and ensuring faculty and staff are informed of current policy and procedural changes is crucial. Finally, this role supervises and manages the work of clerical and student assistants to ensure projects are efficiently completed in a timely manner. Other duties as assigned.

Requirements

Possession of a baccalaureate degree in Education, Business Administration, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business administration; 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 business administration 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 business administration.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business administration.
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 software.

Nice To Haves

Functional knowledge of University and RCUH fiscal and personnel policies and procedures.
Experience with the University’s on-line fiscal management system UH Manoa Kuali Financial Management System (KFS), travel (ETRAVEL), Research Corporation of the University of Hawaii (RCUH fiscal and personnel), Student Employment and Cooperative Education (SECE), UH Foundation, Banner and, STAR systems.
Experience in providing management and support services for the maintenance of facilities for educational purposes.

Responsibilities

Serves as the Center's Administrative Assistant and liaison for inquiries from external agencies, faculty, staff, students, and the general public and takes appropriate action.
Assists the Center's Director with overall program management and administration of academic and research functions.
Coordinates and manages daily operations and activities in support of academic, research, extension, and administrative functions of Kamakakuokalani Center for Hawaiian Studies (KCHS) under the direction of the Center's Director.
Initiates essential departmental documents and memos and, responds to internal and external inquiries, legislative requests, etc.
Reviews the appropriateness of action memos issued from the Center and provides recommendations, as necessary.
Serves as the Center's point of contact for annual special projects such as AUW, Food Bank, etc.
Develops and manages all KCHS departmental publications and public relations materials (e.g., brochures, newsletters, program information, phone directory, etc).
Collaborates with the Administrative Office, Educational Specialist, and facilities manager to ensure compliance with all department personnel, payroll, and fiscal policies and procedures, rules and regulations of the University and State; develops and implements internal procedures and makes changes as required.
Assists the Center Director with departmental recruitment and hiring processes to include appropriate recommendations for classifications, selection committees, and visa applications.
Advises faculty and staff on leave balances, appropriate leave requests and personnel documentation.
Provides oversight of KCHS purchases of supplies, materials, and equipment.
Works with the Center's Administrative and Fiscal Support Specialist and HSHK’s Administrative Office to develop support materials for faculty and staff on purchasing, travel, and extramural funding procedures.
Supports the management, maintenance, and daily operations of the KCHS building and facility, ensuring compliance with applicable State and University requirements.
Maintains a working knowledge in course scheduling, student success reporting, and the course scheduling system.
Coordinates and assigns building alarm codes and keys.
Supports the schedule of facility use (works with faculty to determine academic course room needs, classroom usage, reviews and approves use requests in accordance with KCHS building policy, etc.) in order to support academic and departmental programs.
Supports the KCHS Director in managing KCHS office equipment and classroom audio visual equipment (halau sound system, Polycom, Promethean system, projectors, etc.)
Serves as the point person for the Center's office and classroom equipment maintenance and repairs.
Coordinates the Center’s physical inventory and ensures compliance with appropriate State, University, federal and/or sponsoring agency requirements.
Coordinates and manages KCHS faculty and staff annual parking assignments and daily use of KCHS parking passes.
Maintains current knowledge of University, State, and federal agency rules and regulations and ensures faculty and staff are informed of current policy and procedural changes that require immediate implementation.
Supervises and manages the work of clerical and student assistants to ensure projects are efficiently completed in a timely manner.
Other duties as assigned