Administrative & Fiscal Support Specialist (Dental Hygiene, Pos #97226)

Description

Title: Administrative and Fiscal Support Specialist

Position Number: 0097226

Hiring Unit: UHM Nancy Atmospera-Walch School of Nursing (NAWSON), Department of Dental Hygiene

Location: Honolulu

Date Posted: April 22, 2024

Closing Date: May 6, 2024

Band: A

Minimum Monthly Salary: Salary Schedules and Placement Information

Full Time/Part Time: Full Time (100% FTE)

Temporary/Permanent: Permanent

Other Conditions:

Position is expected to begin approximately May 2024 or as mutually acceptable. Renewal of appointment is dependent on performance, program needs and/or availability of funds. To know more about the NAWSON, go to: https://nursing.hawaii.edu/

Duties and Responsibilities:

• Provides administrative and fiscal operation support to the Department of Dental Hygiene (DDH) Program Administrator, including but not limited to gathering and compiling accreditation information, and preparation of pertinent reports to the Commission on Dental Accreditation (CODA).

• Maintains student records and ensures compliance with FERPA rules and regulations.

• Manages the DDH calendar, including but not limited to monitoring the Department`s operational activities and timelines, scheduling the use of DDH classrooms and maintaining their security, setting up of meeting schedules, among others.

• Coordinates departmental events including but not limited to department promotion events at UHM, lectures, workshops and health promotion activities, and prepares and organizes the needed logistics.

• Writes and/or drafts substantive letters, summary reports and documents related to department accreditation, UHM departments/facilities, students, faculty and administration, and vendors, among others.

• Compiles data, and develops and maintains databases, and record keeping and filing systems.

• Maintains an inventory of all office equipment and essential furniture & fixture, and submits servicing and repair order(s), and sees through their completion.

• Ensures adequate supplies for departmental operations that includes managing the inventory, ordering items (including textbooks) in accordance with procurement guidelines, receiving items and processing invoices and payments.

• Maintains competence in current technologies related to departmental and institutional needs, e.g., MS Office Suite or later version, web-hosted services (i.e., Webex, Zoom), share drives, listservs, and other applicable University systems.

• Collaborates with administrative officer(s) on fiscal-related services.

• Provides staff support to the Department Chair, Program Administrator, Associate Dean for Academic Affairs and the DDH DPC for the selection, onboarding and orientation of new department personnel in collaboration with the NAWSON HR specialist.

• Works with and/or serves as back-up support for other APT positions in the department or School as needed.

• Other Duties as Assigned.

() Denotes Essential Duties

Minimum Qualifications:

• Possession of a baccalaureate degree in Business Administration, Social Science, Education or related field and one (1) year of progressively responsible professional experience with responsibilities for project management and office management; 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 project management and office management 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 project management and office management, coordinating program initiatives, project and/or events.

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

• Demonstrated excellent organizational skills, able to multi-task and prioritize activities to meet deadlines.

• Demonstrated excellent written and oral communications skills.

• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.

Desirable Qualifications:

• Experience in support services in an academic environment.

• Knowledge of and maintains UH policies, procedures, BANNER and STAR student information systems.

• Knowledgeable of and maintains FERPA standards of privacy and confidentiality.

• Knowledgeable of CODA standards and requirements.

To Apply:

Click on the "Apply" button on the top right corner of the screen and attach the required documents. Applicants must submit the following:

• Cover letter expressing interest in the position and how you satisfy the minimum and desirable qualifications;

• Current resume;

• Names and contact information (including email address) of three (3) professional references;

• Copy of official transcripts. The original official transcripts will be required at the time of hire.

NOTE: Application will not be considered if NEOGOV Online application is incomplete or any of the required documents are not included or are unreadable. If this is your first time applying for a position using NEOGOV, please create a new account.

Inquiries:

Corie O. Fulgencio-Arre, HR Specialist; mcfa@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