Administrative Support Specialist (#0097027T)

Description

University of Hawai'i, Kapi'olani Community College, Human Resources Department is seeking applications for the Administrative Support Specialist Position. Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below:

Title: Administrative Support Specialist

Position Number: 0097027T

Hiring Unit: Human Resources Department

Location: Kapi'olani Community College

Date Posted: May 21, 2024

Closing Date: June 5, 2024 11:59 PM HST

Salary: salary schedules and placement information

Additional Information: Pay Band A

Temporary/Permanent: Temporary

Funding: Revolving

Other Conditions: To begin approximately in July 2024. Annually renewable pending availability of funds and actual staffing requirements.

Introduction

Kapiolani Community College's Human Resources Department is responsible for all employee and employment-related matters and is committed to administering policies, programs, and services to effectively serve Faculty, Staff, and Administrators. The Administrative Support Specialist will work collaboratively with other staff in the Human Resources Department and report directly to the Human Resources Manager assisting with but not limited to various benefits-related matters (e.g. vacation/sick leave, workers' compensation, temporary disability benefits...etc). In addition, responsible for completing tasks in all aspects of the employee life cycle while ensuring compliance with respective Collective Bargaining Agreements, University policies, and Federal/State regulations.

Duties And Responsibilities

(NOTE: denotes Essential Functions)

• This position is assigned to effectively coordinate along with Human Resources Specialist all aspects of human resources services for current, prospective, and former employees funded from extramural accounts e.g. special, revolving, grant, etc. and assists in unassigned areas and employees to provide professional, personalized and efficient services.

• Prepares forms for appointments primarily for extramural accounts and provides assistance to other assigned areas.

• Reviews requests along with Human Resources Specialist for appointments and employment forms for extramural accounts including but not limited to civil service, APT, Faculty (instructional,/non instructional), casual, non-credit, and overload appointments for accuracy and completeness in compliance with collective bargaining agreements, administrative procedures, including but not limited to, appropriate account codes, justification, etc.

• Ensures that personnel transactions are processed and submitted to the payroll office to meet payroll deadlines once reviewed by a Human Resources Specialist..

• Ensures that documents for transactions for extramural accounts, such as new hires, transfers, terminations, retirements, and all other personnel transactions such as leaves without pay, transfers, pay changes, account codes, and status changes have been completed thoroughly and accurately.

• Interprets policies and procedures and advises best method or alternatives to use. Keeps abreast with current laws, rules, and regulations. Makes research on websites and/or contacts appropriate officials for appropriate applications.

• Initiates, develops, and prepares customized summary reports as needed using software such as PeopleSoft, MS Excel, Google Sheets, etc..

• Determines the correct method of payroll payment, e.g., lag, non-lag, after the fact, etc. to ensure that personnel transactions are processed and submitted to the payroll office to meet payroll deadlines.

• Handles employment verification requests received by the department.

• Develops and distributes information on upcoming training programs and ensures that appropriate forms are completed on a timely basis for training and workshops.

• Prepares all payroll/personnel notification forms for Faculty and APT appointments using the computerized human resources information system primarily for assigned areas and provides assistance to other assigned areas.

• Manages the maintenance of official personnel files for all employees. Disposes, archives and/or transfers records in accordance with established rules and regulations. Manages the general email account of the department.

• Assists with new hire onboarding (e.g. preparing documents, coordinating orientation agendas)

• Oversees the department's news and events announcements and is responsible for sending related announcements to the campus.

• Manages the Human Resources section of the website to make sure all information, forms, documents, etc are accurate and up to date.

• Manages front desk along with student assistants and other staff members.

• Other duties as assigned

Minimum Qualifications

• Possession of a baccalaureate degree in Management, Business Administration, Human Resources Management, Public Administration or related field and one (1) year of progressively responsible professional experience with responsibilities for office management, human resources management, fiscal management; or equivalent education/training or experience.

• 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 such as Microsoft Word, Excel, Adobe Acrobat, and other commonly used software.

• Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying policies and procedures.

• Demonstrated ability to produce work that is detail-oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion

• Any equivalent combination of education and/or professional work experience that provides the required education, knowledge, skills, and abilities as indicated.

Desirable Qualifications

• Strong background and experience working with a computerized human resources information system such as PeopleSoft, Office Package, ADP, NeoGov, SAP, etc.

• Evidence of ability to effectively perform work under conditions of multiple priorities, deadlines, and interruptions.

• Familiarity and experience with UH policies and procedures and preferably experience with UH accounting, and personnel systems.

• Evidence of strong organizational skills, communication skills, and interpersonal skills.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the"To Apply" section carefully)

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following:

• Cover letter;

• Resume;

• The names and contact information (telephone number and email addresses) of at least three professional references; and

• Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued 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. The expense of the evaluation shall be borne by the applicant.

• Academic record/grade summaries will NOT be accepted

• Diplomas and copies will NOT be accepted

Incomplete applications will NOT be accepted.

NOTE:

• The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered. All requested documents/information become the property of Kapi'olani Community College and will not be returned.

• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).

• Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.

• If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquires: Kapi'olani Community College, Human Resources Department, kapcchr@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 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 reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination of requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link:

www.hawaii.edu/offices/eeo/accommodation-request/

Kapi'olani Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, contact Section 504 Coordinator, (808) 734-9575, 4303 Diamond Head Road, 'Ilima 209, Honolulu, HI 96816; Title IX Coordinator, (808) 734-9542, 4303 Diamond Head Road, 'Iliahi 116

01

In addition to the Application, applicants must attach the following: Note: By checking off the following options, I acknowledge that I have read and understand the requirement to include attachments with this application and I am aware that incomplete applications will not be considered.

• Cover Letter

• Resume

• The names and contact information (telephone number and email addresses) of at least three professional references;

• Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued 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. The expense of the evaluation shall be borne by the applicant. Academic record/grade summaries will NOT be accepted. Diplomas and copies will NOT be accepted.

Required Question

Agency University of Hawaii

Website http://workatuh.hawaii.edu