• Job Description

  Req#: 4772974

  Description

  Title: Admin & Fiscal Support Sp.

  Position Number: 97063

  Hiring Unit: College of Arts, Languages, and Letters, Department of Indo-Pacific Languages & Literature

  Location: Manoa

  Date Posted: December 27, 2024

  Closing Date: January 14, 2025

  Band: A

  Salary : salary schedules and placement information

  Full Time/Part Time: Full-time

  Month: 11-month

  Temporary/Permanent: Permanent

  Funding: General

  
  

  Duties and Responsibilities

  • *Oversees administrative support services for the Department of Indo-Pacific Languages & Literature (IPLL) including but not limited to procurement, travel, and human resources management.
  • *Manages the IPLL Office daily operations including greeting visitors and serving as the initial intake point for mail, telephone calls, and e-mail inquiries.
  • *Assists the Chair with the development of the departmental budget; tracks expenditures to ensure spending in accordance with the approved budget.
  • *Assists Principal Investigators with preparing, reviewing and submitting grant proposals to funding agencies, working in coordination with the College of Arts, Languages, and Letter's (CALL's) Business Office and Office of Research Services (ORS).
  • *Manages University of Hawaii (UH), Research Corporation of the University of Hawaii (RCUH), and UH Foundation (UHF) funds for the department (IPLL).
  • *Prepares purchase orders, requisitions, and reimbursements for the department; records and balances each transaction.
  • *Prepares travel reimbursements for the departmental faculty and staff.
  • *Conducts monthly account reconciliations.
  • *Assists the department with the recruitment process: submit advertisements for departmental vacancies, generate GA offer letters, maintain recruitment files, etc.
  • *Responsible for processing personnel transactions for the department.
  • *Works with the College Human Resources office and UH Faculty and Scholar Immigration Services to initiate visa documents on behalf of faculty and staff.
  • *Coordinates the processing of academic personnel documents including but not limited to tenure/promotion, contract renewal, post-tenure review, and/or emeritus.
  • *Keeps abreast of University, State, and Federal rules, regulations, practices, and policies which are applicable to the Department's programs.
  • *Coordinates logistics for departmental events/activities.
  • *Serves as the departmental liaison with facilities and building coordinator(s). Processes work orders requests and assists the Chair with IPLL space management (i.e., distribution of keys, office assignments, Reading Room, etc).
  • *Works in coordination with the Chair to allocate and distribute parking permits in the department.
  • *Makes arrangements for inventory, disposal, storage or transfer of equipment as needed.
  • *Coordinates with schedulers office, facilities, other departments to make room reservations.
  • *Assists the department with hiring students through the SECE system. Supervises students in the IPLL Office.
  • *Establishes and maintains confidential records for each faculty or staff member in the department.
  • *Prepares letters of offer.
  • *Provides information to faculty members regarding personnel matters and prepares, maintains, updates and processes the necessary personnel forms for all department employees.
  • *Updates department listservs and directories.
  • *Assists with textbook orders through UH Manoa Bookstore.
  • *Develops and maintains alumni database for Department; assists with networking activities that link current students with alumni, particularly in the area of employment and other opportunities.
  • Other duties as assigned.

  *Denotes Essential Functions

  
  Minimum Qualifications

  1. Possession of a baccalaureate degree in Business Administration, Liberal Arts or related field and 0 year(s) of progressively responsible professional experience with responsibilities for office management and/or business administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
  2. Functional knowledge of principles, practices and techniques in the area of office management and/or business administration.
  3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with office management and/or business administration.
  4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of office management and/or business administration.
  5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
  6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
  7. Demonstrated ability to operate a personal computer and apply word processing software.

  
  Desirable Qualifications
  

  • Familiarity with administrative policies and procedures of the University of Hawaii.
  • Familiarity with UH Human Resources Information Systems (PeopleSoft, Online Leave, etc.).
  • Familiarity with UH (Kuali, eTravel, etc.), RCUH, and/or UHF Financial systems.
  • Familiarity with UH course scheduling systems (Coursedog, etc.)

  
  To Apply:
  Click on the "Apply" button on the top right corner of the screen to complete an application and attach the following required documents:

  1. A cover letter indicating how you satisfy the minimum and desirable qualifications,
  2. Current resume,
  3. Official transcripts (copies acceptable for application, but if selected, originals required upon hire),
  4. Names of three (3) professional references (including phone number and e-mail addresses).

  Note: Please create a new account if this is your first time applying for a position using NEOGOV.
  
  Inquiries: Aurelio Agcaoili, aurelioa@hawaii.edu

  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. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

  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/

• About the company

  The University of Hawaiʻi System, formally the University of Hawaiʻi and popularly known as UH, is a public college and university system that confers associate, bachelor's, master's, and doctoral degrees through three universities, seven community col...

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