Admin & Fiscal Support Sp (Ovpae) - #97141

Description

Title: Admin & Fiscal Support Spec

Position Number: 0097141

Hiring Unit: UH Provost, VP for Academic Excellence

Location: UH Manoa

Date Posted: May, 9, 2024

Closing Date: May 31, 2024

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities

• Provides professional level support to the Director of Program Development and Review and the Associate Vice Provost for Academic Excellence (OVPAE) for academic affairs related issues, including but not limited to academic program and curricular actions, tuition and fee requests, reorganizations, transfer and articulation agreements, international agreements, academic policy development, etc.

• Oversees and manages document workflow and tracking systems, and regularly updates related databases, websites, and other relevant sources of archival documentation.

• Assists with course and program actions, including but not limited to monitoring progress and status of program actions, providing feedback to programs and reviewing resubmissions, and facilitating the appropriate follow-up to ensure that the actions are handled in a timely manner.

• Update the UHM catalog and related promotional materials accordingly.

• Drafts and reviews documents (i.e., memoranda, letters, appropriate attachments, etc.) for the OVPAE and delegated units to ensure appropriate policies and procedures are followed; discuss revisions with others as necessary to ensure appropriate content.

• Assists OVPAE Staff in completing travel request forms as needed.

• Assists higher level professionals with work assignments related to reorganizations, academic fee review, policy development, transfer and articulation agreements, international and domestic agreements, and P-20 issues including but not limited to monitoring progress and status of requests, and facilitating the appropriate follow-up to ensure that requests are handled in a timely manner.

• Drafts reports and responses to inquiries on academic issues, and addresses concerns and issues expressed by individuals within the University community and general public.

• Works with the executive staff in Academic Excellence to conduct training sessions for academic systems as needed, and contributes and assists in the preparation and revision of the procedural and instructional manuals for the campus.

• Coordinates meetings related to academic affairs and ensures that the appropriate individuals are invited to attend when agenda items include issues and actions that are relevant to them.

• Monitors progress of projects, conducts follow-up as necessary, and informs executive staff of status.

• Coordinates and assists with special projects for the OVPAE as needed.

• Procures equipment and supplies for OVPAE.

• Cross trains with and acts as back-up for other support staff in OVPAE.

• Other duties as assigned.

• Denotes Essential Functions

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration, Public Administration, Public Policy, Communication, Psychology or related field and 0 year(s) of progressively responsible professional experience with responsibilities for office management/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 business administration or professional administrative support 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 or professional administrative support.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the business administration or professional administrative support.

• 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.

• Ability to apply discretion and confidentiality.

• Demonstrated ability to manage work priorities and projects.

• Proficient in the use of a personal computer and software including, but not limited to Microsoft Word, Excel, Google suite applications, Adobe Acrobat, etc.

• Must be highly organized, detail oriented and have the ability to work competently and efficiently in a multi-task environment.

• Excellent organizational and problem-solving skills.

Desirable Qualifications

• Experience working in a higher education environment.

• Familiarity with Manoa academic programs and operations.

• Familiarity with UHM policies and procedures.

• Familiarity of Western Association of Schools and Colleges (WASC) accreditation standards and procedures.

• Familiarity with database document management systems.

• Familiarity with Federal Education Rights and Privacy Act (FERPA)-related policies, principles and practices, Title IX, etc.

• Familiarity of shared governance within academics.

To Apply:

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

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:

• Cover letter indicating how you satisfy the minimum and desirable qualifications;

• Resume;

• Names and contact information (telephone number and email addresses) of three (3) professional references; and

• Copy of unofficial transcripts (official transcripts will be required at the time of hire). Academic record/grade summaries will NOT be accepted. Copy of diplomas will NOT be accepted.) Documents issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.

NOTE: If multiple applications are received from the same candidate, only the last one will be reviewed. Please do not include any self-identifying photos they will be redacted. PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All items become the property of the University of Hawaii and will not be returned. Only complete applications will be passed on to the search committee for consideration. No late applications will be accepted.

Inquiries: Monica Stitt-Bergh, 808-956-4568, bergh@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/

Agency University of Hawaii

Website http://workatuh.hawaii.edu