Administrative Officer (Executive Assistant To The Dean) (#97135)

Description

Title: Administrative Officer (Executive Assistant to the Dean)

Position Number: 0097135

Hiring Unit: College of Tropical Agriculture and Human Resources, Dean's Office

Location: Gilmore Hall (Manoa Campus)

Date Posted: 06/18/2024 *Re-advertisement

Date Closing: 07/02/2024

Band: B

Salary: salary schedules and placement information

Full-time/Part-time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities:

• *Serves as Executive Assistant to the Dean, providing highly advanced, senior-level, complex professional responsibilities for the Dean of the College of Tropical Agriculture and Human Resources to ensure achievement and advancement of college's mission and goals.

• *Works independently performing a wide range of complex and confidential administrative duties, reporting directly to the Dean of the College of Tropical Agriculture and Human Resources.

• *Serves as the principal administrative contact and liaison with all University constituents and external contacts, including government and media agencies.

• *Develops, implements and administers College office systems and procedures, policies and operations. Interprets and communicates policies and processes.

• *Reviews, assesses, routes, answers, and monitors follow up action steps on correspondence. Gathers and analyses information required for administrative reporting and drafts correspondence and reports.

• *Assists the Dean with agendas, current events, developing timelines, mapping and scoping the semester, including coordinating Council of Chairs meetings.

• *Manages day-to-day workflow of the Dean, including complex calendar, incoming mail, keeping the Dean apprised of daily messages and events; arranges for logistics, whether in person or remotely (e.g., Zoom).

• *Independently prepares and inputs documents related to fiscal transactions for the dean and makes travel arrangements and processes travel documents

• *Meets with faculty and general interest groups of the college for the purpose of strengthening the Dean's Office relationship and visibility.

• *Monitors incoming and outgoing documents from onset to completion; coordinates and initiates expediting actions.

• *Independently processes recurring requests for information as needed.

• *Coordinate the College's responses to legislative inquiries, coordinate CTAHR's annual legislative plan, and coordinate the legislative testimony of the College.

• *Direct the coordination and production of CTAHR special sponsored events.

• *Create presentation materials including PowerPoint presentations on a wide range of CTAHR matters pertinent to the dean and based on target audiences.

• *Field questions related to College disciplines and act as first line of response to inquiries.

• *Ensures compliance with Board, Executive, and collective bargaining processes, College Focus, Department personnel rules, and other laws, policies, and procedures.

• *Maintains confidentiality and serves as the Dean's confidant on personnel, sensitive, or strategic issues.

• Other duties as assigned

• Denotes Essential Functions

Minimum Qualifications:

• Possession of a baccalaureate degree in business administration, education or related field and 5 year(s) of progressively responsible professional experience with responsibilities for managing an executive level office; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

• Considerable working knowledge of principles, practices and techniques in the area of management and decision making as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with educational systems.

• Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.

• Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.

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

• Demonstrated ability to operate a personal computer and apply word processing software.

• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Desirable Qualifications:

• Master's degree in business administration, agriculture, family resources, or related area.

• Experience with UH, RCUH, or UH Foundation accounting, procurement, and human resources systems (i.e. KFS, PeopleSoft, eTravel, RCUH portals, etc).

• Familiarity of federal and state legislative processes.

• Familiarity of intergovernmental agencies operations/organizations.

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. Parwinder Grewal, pgrewal@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