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Program Specialist (0096682)

Program Specialist (0096682)

University of Hawai‘iHonolulu, HI
23 days ago
Job type
  • Full-time
  • Permanent
Job description

Temporary / Permanent :

Permanent

Duties and Responsibilities

  • Provides administrative support services to the Department and Department Chair in a wide range of matters ensuring the smooth running of the department.
  • Manages daily operations of the department office, serving as the principal liaison for the department to UH offices and entities. Evaluates, prioritizes, and recommends appropriate information for dissemination to departmental faculty and staff, students, and alumni.
  • Organizes and maintains paper, electronic, and confidential files for the department, including personnel, student records, course documents, inventory, and maintenance contracts.
  • Works with the College's Shared Services team and provides department-level budget, fiscal, and human resources support.
  • Assists with the administrative processes for departmental personnel actions, including leave requests, the maintenance of the department's lecturer pool list, and the coordination of appointment letters for lecturers and graduate assistants.
  • Assists with the administrative processes for fiscal documents for the department, such as coordinating purchases, researching items, soliciting bids if necessary, travel documents, reimbursements, inventory, etc.
  • Works with the Department Chair on the process of faculty promotion and tenure. Monitors status of faculty contract renewals and periodic reviews.
  • Assists the Department Chair with course scheduling, book orders, summer student admission, session and outreach registration and scheduling.
  • Works with ACCESS (Advising, Civic, and Community Engagement in the Social Sciences) advisors to provide support services to faculty and students relating to Sociology certificate, minor, and major, Aloha Pathways, and Manoa Academy.
  • Assists the Department Chair with space assignments within the department and room assignments for classes and other activities.
  • Coordinates parking and parking passes for the Department.
  • Assists with the coordination of departmental program event planning, student convocation or functions, outreach activities, and other academic activities.
  • Prepares and completes procurement activities for various department UH Foundation and RCUH accounts.
  • Monitors and updates information on the department's online sites.
  • Supervises and trains student assistants.
  • Other duties as assigned.
  • Denotes essential functions

Minimum Qualifications

  • Possession of a baccalaureate degree in business administration, education, arts and sciences, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for administrative support, program management, and / or 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 administrative support, program management, and / or 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 administrative support, program management, and / or office management.
  • Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal, human resources, and / or 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, apply word processing software, and spreadsheet software.
  • Demonstrated ability to follow oral and written instructions.

    • Desirable Qualifications

  • Experience in a university setting, providing support and communicating effectively with faculty, students, staff, and others in the university community.
  • Working knowledge of university human resources, purchasing, and / or course scheduling processes.
  • Knowledge of UH fiscal and / or human resources policies and procedures.
  • Familiarity with UH information systems, such as Kuali Financial System, eTravel, Banner, Star, SECE.
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    Program Specialist • Honolulu, HI