Admin & Fiscal Support Specialist #97211

Description

Title: Admin & Fiscal Support Specialist

Position Number: 0097122

Hiring Unit: University of Hawaii

• West Oahu, Center for Labor Education and Research (CLEAR)

Location: Kapolei

Date Posted: April 17, 2024

Closing Date: May 15, 2024

Band: A

Salary : salary schedules and placement information

Additional Salary Information: Salary is commensurate with qualifications and experience.

Full Time/Part Time: Full Time

Temporary/Permanent: Permanent

The Center for Labor Education and Research (CLEAR) specializes in labor education, research, and statewide programs and services. CLEAR's legislative mandate (HRS 304-34) requires it to (1) provide credit and non-credit labor studies course, and labor-related research and educational services for workers and their organizations; (2) provide labor-related education to the public; (3) advise and assist in the development and implementation of labor-related instructional programs, courses, and activities for use within the department of education, including teacher preparation therefore; (4) develop and implement a labor studies degree program or programs in the University of Hawai'i system; and (5) serve as the clearinghouse for labor education matters in the State.

The primary function of this position is to coordinate and perform a variety of tasks that provide program support at the Center for Labor Education & Research, including website support and development. The Administrative & Fiscal Support Specialist is responsible for serving as the trusted assistant to the Director in carrying out the Director's organizational intentions, in coordinating and facilitating office workflow, and in dealing with others (both within and outside the organization). In addition to providing program support for the Director, the Administrative & Fiscal Support Specialist will design and maintain a statewide labor education website of labor educational materials, proofing content, installing updates and fixing bugs.

Duties and Responsibilities:

• Coordinate, prioritize, and perform complex and confidential administrative and program support services for CLEAR:

• Oversee communication between CLEAR and the public.

• Coordinate CLEAR-sponsored conferences, meetings, and events to ensure registration, meeting minutes, and other logistical matters are handled effectively.

• Coordinate and facilitate student externships with labor organizations.

• Coordinate LBST class schedule and oversees program documentation.

Maintain CLEAR's library and manage the loaning of audio-visual material.

Research, analyze, gather, organize, and assemble data and information in support of various special initiatives, including but not limited to assisting with program development.

Act as a liaison and work closely with other departments (Academic Affairs, Student Affairs, Administrative Services, faculty, library, etc.) as well as with external partners.

Develop and manage the CLEAR website and provide assistance in creating and maintaining various social media sites.

Support the coordination of Labor Education Advisory Council (LEAC) quarterly meetings, including but not limited to securing location, preparing the agenda in compliance with the Sunshine Law, publishing the minutes for the LEAC meeting, and uploading the video to the YouTube Channel.

Manage internal communication including the Center's email account, news and events scheduling and advertising.

Assist with outward departmental communications including external email or phone request and announcements and in-person assistance to visitors.

Oversee the procurement and inventory of supplies, services, and equipment.

• Initiate follow-up action with vendors and departmental requirements to ensure timely and proper payments.

• Ensure that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures.

Other duties as assigned.

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration, Public Administration, Communication, or related field and 2 years of progressively responsible professional experience with responsibilities for administrative practices and techniques of academic offices and management in a university office setting; 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 and fiscal management as 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 and fiscal management.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business and fiscal management.

• 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.

• Functional knowledge of principles, practices and techniques in management support.

• Demonstrated ability to identify solutions to problems and proactively execute tasks.

• Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.

• Demonstrated ability to work independently, as well as with a team.

Desirable Qualifications

• Prior work experience with and a general understanding of labor unions.

• Knowledge of institutional rules, regulations, policies, and procedures related to system-wide activities for the University of Hawaii.

• Ability to travel in a timely and efficient manner to various locations on Oahu to conduct errands and support meetings/events.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Attach cover letter indicating how you satisfy the minimum and desirable qualifications, resume, names of 3 professional references, and a duplicate copy of your official transcript showing highest degree (official transcripts will be required at the time of hire). 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-West O'ahu and will not be returned. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries

UHWO HR Office; 808-689-2525; uhwohr@hawaii.edu

Center for Labor Education and Research (CLEAR); clear@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

Department University of Hawai'i

• West O'ahu

• Academic Affairs Address 91-1001 Farrington Highway

Kapolei, Hawaii, 96707

Website http://workatuh.hawaii.edu