Admin & Fiscal Support Specialist (Asst To The AD For Extension) (#97385)

Description

Title: Admin Support - Admin and Fiscal Support Specialist (Assistant to Associate Dean for Extension)

Position Number: 97385

Hiring Unit: College of Tropical Agriculture and Human Resources (CTAHR), Office of the Associate Dean for Extension

Location: Manoa Campus, Gilmore Hall

Posting Date: 09/26/2024

Closing Date: 10/24/2024

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full Time

Temporary/Permanent: Permanent

Other Conditions: To begin November 2024 or soon thereafter.

Duties & Responsibilities

• Serves as the Administrative, Professional, Technical position (APT) to the Associate Dean for Extension for the College of Tropical Agriculture and Human Resources (CTAHR).

• Responsible for the administrative duties for the Office of the Associate Dean for Extension by acting promptly, and collaboratively within a framework of established policies, procedures, and work expectations

• Arranges daily schedule for the Associate Dean, considering the urgency of business and work schedule.

• Coordinates and manages meetings for the Associate Dean, including making all necessary arrangements for meetings, appointments, speaking engagements, and conferences with university officials, administration, faculty and stakeholders. Ensures that all pertinent information and other requirements needed by the Associate Dean to conduct these events are available.

• Assist the Associate Dean for Extension Office's staff in coordinating events by following university procedures and policies and completing all necessary forms and documents.

• Prepares periodic and statistical reports and presentations for the Associate Dean for Extension by researching and compiling data from various sources

• Coordinates the facilitation and processing of Extension related Plans of Work (POW)

• Monitors impact reporting and compliance of faculty and staff in the Program Evaluation and Reporting System (PEARS) and composes annual summaries and reports

• Disseminates information relating to CTAHR's Cooperative Extension to County offices, statewide Extension programs, College Administrators, and other Land Grant Universities

• Assists the Associate Dean with the professional development of Extension employees (i.e., staff, Agents, and Specialists), by organizing Extension professional development meetings, supporting implementation of new employee orientations, recruitment and selection of Western Extension Leadership Development (WELD) interns, and Hoku Award recipients.

• Works closely with the Associate Dean for Extension to develop, implement, evaluate, and maintain an Extension Awards program.

• Prepares travel documents for staff and procuring materials for recruitment and retention events following university procedures and policies and completing all necessary forms and documents.

• Processes financial transactions through Kuali Financial System (KFS), Concur, the Research Corporation of the University of Hawai'i (RCUH) Financial Portal, eTravel, and University of Hawai'i Foundation (UHF) financial systems and maintains accurate records of UH, RCUH, and UH Foundation budget and expenditure reports.

• Manages contracts (including reporting and budgeting) from various agencies and organizations

• Prioritizes work to ensure deadlines are met, which may involve disseminating information to department support staff and informing them of deadlines for submitting data.

• Coordinates the distribution of incoming and outgoing correspondences, reports, and other materials among CTAHR Administration, including but not limited to determining whether supporting data are essential and complete before distributing the correspondences and checking for grammatical and formatting edits.

• Works to provide pertinent background information which call for the attention of the Associate Dean for Extension on matters requiring immediate attention. Handles telephone, email, written requests, and routine correspondence, including replies that do not require the Associate Dean for Extension's attention promptly.

• Maintains up-to-date files of all correspondence covering a wide range of subject matter, including files of all extension related policies, procedures, programs, correspondence, reports, and records electronically and via hard copy. Scans and archives materials as needed.

• Represents CTAHR's Associate Dean for Extension's Office by responding to general inquiries about CTAHR and their extension program inquiries via in-person visits, telephone, and email and making referrals when necessary.

• Trains and supervise student assistants as needed.

• Other duties as required

Denotes essential functions

Minimum Qualifications

• Possession of a baccalaureate degree in business, liberal arts, communications or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business, agriculture, sciences, or related field; 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 management demonstrated by learning, understanding, and applying concepts and terminology.

• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with business management.

• Demonstrated ability to recognize problems, identify possible causes, and resolve the issues that may commonly occur in the area of administration.

• Demonstrated understanding of oral and written documentation, writing reports and procedures, and communicating effectively in various 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, spreadsheet, and presentation software.

Desirable Qualifications

• Knowledge of CTAHR's programs and Cooperative Extension

• Knowledge and experience in using Salesforce, Pardot, Canva, and Microsoft Office.

• Knowledge and experience with UH fiscal systems such as Concur, KFS, and RCUH financial.

To Apply:

Note: If you have not applied for a position before using NeoGov, you will need to create an account. Please submit the following online through NeoGov: 1) Cover letter indicating how you satisfy the minimum and desirable qualifications, 2) resume, 3) names and contact information for at least three professional references and 4) official transcripts (copies accepted, however official transcripts will be required upon hire). Failure to submit all required documents shall deem an application to be incomplete. Incomplete applications will not be considered.

Inquiries: Dr. Jeremy Elliott-Engel; extad@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/

CTAHR Diversity, Equity, and Inclusion Statement:

We believe that inclusiveness and excellence are interdependent. Our local and global communities are best served by ensuring all populations are represented equitably throughout CTAHR. We strive to cultivate an environment that supports equitable opportunities for every member of CTAHR to achieve individual and common goals. We will advance diversity, equity, and inclusion by: (1) promoting the recruitment and retention of diverse students, faculty, and staff, especially from groups that have been underrepresented or marginalized; (2) creating equal opportunities for all members of CTAHR to participate in decision-making processes and scholarly and professional development; and (3) fostering an inclusive culture where every CTAHR member feels respected and valued.

Agency University of Hawaii

Website http://workatuh.hawaii.edu