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    Administrative & Fiscal Support Specialist - Honolulu, United States - University of Hawaii System

    University of Hawaii System
    University of Hawaii System Honolulu, United States

    3 weeks ago

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    Description


    Applicants seeking short-term or part-time work with the University of Hawai'i may apply for Casual Hire appointments, which include administrative, professional, and technical (APT) positions.

    Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits provided to regular Board of Regents or 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.


    Title:
    Administrative & Fiscal Support Specialist

    Hiring Unit:
    Department of Music, College of Arts, Languages & Letters


    Position Number:
    *Casual Hire


    Location:
    University of Hawaii at Manoa


    Date Posted:
    May 17, 2024


    Closing Date:
    May 21, 2024


    Salary Information:
    minimum $23.67 per hour

    Schedule:
    Variable, up to 40 hours/week


    Temporary/Permanent:
    Temporary

    Duties and Responsibilities


    • Serves as the Assistant to the Chair in the Department of Music to provide support services to the Chair, departmental personnel, and students.
    • Provides administrative support services to the Department of Music including but not limited to academic support and departmental personnel management.
    • Manages the MUS Office daily operations including greeting visitors and serving as the initial intake point for mail, telephone calls, and e-mail inquiries.
    • Maintains ongoing coordination with office staff on matters related to fiscal, concerts, rooms scheduling, and maintenance.
    • Advises the Chair on matters requiring immediate attention and concern, such as inquiries from the Dean, students in need, complaints, and matters related to facilities.
    • Assists the department with the recruitment process: submit advertisements for departmental vacancies, generate GA/Lecturer/Casual Hire offer letters, maintain recruitment files, etc.
    • Responsible for processing personnel transactions for the department.
    • Assist with preparing transfers of funds from UH Foundation for Lecturers.
    • Provides information to faculty members regarding personnel matters and prepares, maintains, updates and processes the necessary personnel forms for all department employees
    • Work with the College Human Resources office and UH Faculty and Scholar Immigration Services to initiate visa documents on behalf of faculty and staff.
    • Coordinate the processing of academic personnel documents including but not limited to tenure/promotion, contract renewal, post-tenure review, and/or emeritus.
    • Handles confidential records (contracts, payroll notifications forms, tenure, promotion, sabbatical leave, leave of absences, overloads) for each faculty or staff member of the department.
    • Provides academic assistance as needed.
    • Works with the Chair coordinating recruitment/outreach events such as the annual Manoa Experience Day.
    • Assist with marketing MUS programs, including creating flyers/posters and promoting programs on social media.
    • Updates content on the department website and handles inquiries submitted through the website as well as the department email account.
    • Regularly sends email announcements and otherwise advertises upcoming music department concerts and events.
    • Works in coordination with the Chair to allocate and distribute parking permits in the department.
    • Assists the department with hiring students through the SECE system. Supervises students in the MUS.
    • Updates department listservs and directories
    • Serve as back up to the other Administrative and Fiscal Support Specialist, as needed.
    • Other duties as assigned.
    Minimum Qualifications


    • Possession of a baccalaureate degree in Business Administration or a Liberal Arts field.
    • Functional knowledge of principles, practices and techniques in the area of office management and/or 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 office management and/or business administration.
    • 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.
    • 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, apply word processing software.
    • Experience maintaining and updating a website.
    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 UH Foundation Financial systems.
    • Knowing of and experience with marketing and/or publicity.
    • Knowing of various social media platforms.
    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:


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

    Inquiries:
    Donald Womack, Department Chair,

    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:


    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: , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.


    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:

    Agency University of Hawaii

    Website
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