Program Specialist (Position #81229T)

Description

Title: Program Specialist

Position number: 81229T

Hiring Unit: Center for Maunakea Stewardship

Location: UH Hilo

Date Posted: May 3, 2024

Closing Date: Continuous recruitment, application review begins on or about May 22, 2024 and will continue until filled (extended)

Band: B

Salary: salary schedules and placement information;

Monthly Type: 11-month

Full time/Part time: Full-Time

Temporary/Permanent: Temporary, not to exceed June 30, 2025

Other Conditions: Appointment to begin approximately June 2024, pending position clearance and availability of funding. Position is annually renewable every July 1 contingent on satisfactory performance and availability of funds.

Duties and Responsibilities:

• Provide a full range of professional services within the Center for Maunakea Stewardship (CMS), including organizing, cataloging and classifying resource materials for both physical and digital resources.

• Provide specialized reference services and materials to departmental/program personnel.

• Determine and assess relevant searches for bibliographic citations of work to be included into CMS Library.

• Process and catalog all resources to be added to collection, including abstracts, scientific papers, journal articles, monographs, government documents, archival and audiovisual materials, and news articles.

• Create and maintain an integrated digital collection. Digitize the physical files, including quality control and metadata creation. Integrate the digitized and born-digital materials into a unified digital collection that can be published and used on the CMS website.

• Manage a variety of databases on different digital platforms including Excel, Dominion and FileMaker Pro. Analyze and determine relevant data to collect and input.

• Review collected data and analyses, and determines the best way to present data to convey information and for reader understanding. Reviews data input for accuracy and relevance. Develops and creates statistical reports as required.

• Initiates and coordinates human resources actions for CMS, including recruitments and changes to position and employee records using the appropriate HR systems and procedures for UH or RCUH. Coordinates yearly performance evaluations. Maintains records.

• Initiates fiscal actions for CMS affecting UH and RCUH accounts. Initiate procurement actions and payments, following UH or RCUH procedures. Review payroll transactions for accuracy. Makes deposits to the UHH Cashiers Office. Verify accuracy of OHA estimates to UH. Create billing to offset expenses. Maintain records.

• Provide administrative support to Executive Director, Director of Stewardship programs and Committee Chairs as needed.

• Perform other duties as assigned.

Minimum Qualifications:

• Possession of a baccalaureate degree in any field and three (3) year(s) of progressively responsible professional experience with responsibilities for administrative office processes and program or database management; 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 database management as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

• Considerable working knowledge of principles, practices and techniques in the area of office or program administration 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 fiscal and human resource administration.

• 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, apply word processing software, and database computer software programs such as EndNotes, Dominion, Access, or FileMaker Pro.

Desirable Qualifications:

• Possession of a baccalaureate degree in Mathematics, Statistics, Library Science, or Business Administration.

• Experience in an academic library setting which includes providing technical services, conducting database installations and maintenance, conducting data and statistical analysis and preparing statistical reports for administration/management or to fulfill requests from external organizations.

• Knowledge of RCUH policies and procedures in HR and Fiscal.

• Knowledge of UH policies and procedure with the Kuali Financial System.

• Experience with payroll, purchasing, payments and billing in a university setting.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. A complete application must include: (1) cover letter explaining how each minimum and desirable qualification is met; (2) resume; (3) the names and addresses, email addresses and telephone numbers of three [3] professional references; (4) transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment). 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 requested documents/information become the property of the University. All minimum qualifications must be met by the hire date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Nahua Guilloz, cmshilo@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 at Hilo Address 200 W. Kawili Street

Hilo, Hawaii, 96720

Website http://workatuh.hawaii.edu