Title: Administrative Officer

Position Number: 79328

Hiring Unit: Academic Affairs, Office of the Vice Chancellor

Location: UH Hilo

Date Posted: December 29, 2023

Closing Date: Continuous, first review on or about January 23, 2024

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: Appointment to begin approximately February 2024, pending position clearance and availability of funding.

Duties and Responsibilities 

1. Provide professional level administrative support to the Vice Chancellor for Academic Affairs (VCAA), including public records and sensitive high-profile/confidential information.

2. Assists the VCAA in meeting financial management and personnel responsibilities by serving as a liaison between the office, other support offices, and the different central offices.

3. Provides the full range of administrative support services to include financial accounting, purchasing, budget formulation and execution, property and equipment management, and human resources functions associated with the VCAA office.

4. Prepares and issues purchase orders, requisitions, invitations to bid, bid specifications, technical specifications, and/or requests for quotations; contacts vendors and obtain bids.

5. Serve as the primary point of contact for internal and external constituencies and manage the daily operations of the Office of the VCAA including developing and maintaining an effective filing system.

6. Coordinate, prioritize and perform complex, confidential support services for the VCAA, having extensive contact with individuals such as senior management, faculty, staff and colleagues from other institutions, agencies and communities, and alumni.

7. Advise the VCAA in identifying and assessing planning needs, campus priorities and initiatives, and other critical issues, research and analyze issues, work with units to resolve such issues, ensure issues are addressed in a timely and effective manner.

8. Assist in the preparation of background and position papers and responses to inquiries from the Board of Regents (BOR), Office of the President, Office of the Chancellor, the Legislature and other internal/external groups on behalf of the VCAA.

9. Review and coordinate administrative actions memos for campus requests and advise the VCAA accordingly. Ensure appropriateness & propriety, identify problem areas and resolves discrepancies.

10. Initial review of compliance issues of applicable UH policies and procedures.

11. Draft and prepare action memos and formal correspondences to the Chancellor, President, BOR, Legislature and other internal and external entities.

12. Develop, review and edit presentations and documentation, independently research and analyze associate issues and/or compile materials needed for presentation and/or decision making purposes.

13. Serve as interface to oversee and coordinate VCAA?s calendar and appointments, determining disposition of incoming correspondence and mail, etc.

14. Facilitate group and committee meetings by scheduling, planning, attending and taking meeting minutes/records for dissemination

15. Prepare minutes of meetings, attend committee meetings and follow up on materials discussed and requested, and provides analyses and recommendations as necessary to the Deans/Directors.

16. Identifies areas of concern expressed by individuals within the University community as well as the public, discuss with the VCAA for appropriate response, and interface with Academic Affairs units.

17. Ensures compliance with laws, rules, policies, procedures and practices as well as implementation of new policies and procedures.

18. Track, anticipate and prepare for upcoming deadlines and events that require action by the VCAA.

19. Conduct the initial assessment of student complaints to the OVCAA, assess and prioritize to ensure protocols are followed in compliance with University, state, and federal policies/procedures/regulations (e.g. Title IX, FERPA) and ensure timely response.

20. Develop written context for the VCAA website to publicize information and promote activities/events/campus-wide initiatives. Coordinate events sponsored by the VCAA Office by scheduling, planning and overseeing logistical arrangements for campus visits, retreats, etc.

21. Foster effective working relationships with the campus community. Propose and implement, as necessary, effective and timely means of information dissemination utilizing technology.

22. Drafts correspondences and/or responses and reviews supporting documents to internal/external constituents, program reports, etc.

23. Supervise assigned office staff and student assistants as needed.

24. Maintain knowledge of programs, initiatives, operational structure and VCAA?s scope of responsibilities, priorities and commitments.

25. Keep abreast of updates and changes to policies and procedures and advise the Tenure and Promotion Committees about them.

26. Updates faculty profiles in the tracking system, keep abreast of critical deadlines, and draft memos for the VCAA regarding tenure and promotion process and requirements.

27. Assist in advising and familiarizing the TPRC Chairs with process and timeliness.

28. Other duties as assigned 

Minimum Qualifications 

1. Possession of a baccalaureate degree in a related field and 4 year(s) of progressively responsible professional experience with responsibilities for higher education or public administration or related field; or equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2. Considerable working knowledge of principles, practices and techniques in higher education or public administration or related field as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with higher education or public administration or related field.

4. 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.

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

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

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

8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

9. Ability to apply discretion and confidentiality.

10. Demonstrated ability to manage work priorities and projects.

11. Must be highly organized, detailed oriented and have the ability to work competently and efficiently in a multi-task environment.

12. Familiarity of shared governance within academics.

Desirable Qualifications 

1. Knowledge of University of Hawaii policies and procedures

2. Familiarity with the institutional culture of the University system, particularly of the University of Hawaii Hilo campus

3. Experience in a higher education institution.

4. Understanding of State of Hawaii legislative process and structure.

To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach 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] current 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 must be postmarked by the closing date and become the property of the University. All minimum qualifications must be met by the closing 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: Shelby Iwamoto, shelbyw@hawaii.edu

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/