Administrative and Fiscal Support Specialist (Administrative Asst to the Assoc Athletic Director)

EXPIRED

Description

Title : Administrative and Fiscal Support Specialist (Administrative Assistant to the Associate Athletics Director)
Position Number : 0097090
Hiring Unit: Athletics Department
Location: UH at Manoa
Band: A
Full Time/Part Time:  Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other Conditions:   Pending position clearance.
 
Duties and Responsibilities (* denotes essential functions): 

• *Under the supervision of the Associate Athletics Director for Student-Athlete Services, provides administrative support to the Associate Athletics Director on a wide variety of administrative responsibilities and works directly with coaching staff of assigned sports. 
• *Provides office management including but not limited to establishing office procedures, scheduling meetings, greeting/screening guests, determining disposition of incoming correspondence/mail, preparing documents, and developing/maintaining an effective filing system.  
• *Coordinates and ensures that team and recruiting travel arrangements are prepared, completed and meet coach and team requirements (e.g. scheduling, booking hotel accommodations, and event logistics).

Description

Title : Administrative and Fiscal Support Specialist (Administrative Assistant to the Associate Athletics Director)
Position Number : 0097090
Hiring Unit: Athletics Department
Location: UH at Manoa
Band: A
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Full Time/Part Time:  Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other Conditions:   Pending position clearance.
 
Duties and Responsibilities (* denotes essential functions): 

• *Under the supervision of the Associate Athletics Director for Student-Athlete Services, provides administrative support to the Associate Athletics Director on a wide variety of administrative responsibilities and works directly with coaching staff of assigned sports. 
• *Provides office management including but not limited to establishing office procedures, scheduling meetings, greeting/screening guests, determining disposition of incoming correspondence/mail, preparing documents, and developing/maintaining an effective filing system.  
• *Coordinates and ensures that team and recruiting travel arrangements are prepared, completed and meet coach and team requirements (e.g. scheduling, booking hotel accommodations, and event logistics).
• *Responsible for preparation of travel documents for assigned sports and programs. Prepares requisitions, reconciles and completes documents upon traveler’s return.  Ensures compliance with UH policies and procedures and NCAA rules and regulations.  Assists with the review of the propriety of travel requests, requests for additional funding, etc.
• *Responsible for processing fiscal transactions of assigned sport’s and program’s purchases.
• *Responsible for processing and recording deposits and expenses to UH Foundation for assigned sports and programs.
• *Assists with the review, analysis and preparation of administrative, fiscal and personnel related documents as requested by the Associate Athletics Director.
• *Assists the Associate Athletics Director with the Alston Academic Awards program with processing payments for student-athletes. 
• *Ensures compliance with UH and UH Foundation fiscal policies and procedures.
• *Assists with special assignments, projects and/or events as assigned.  Coordinates logistics including but not limited to scheduling facilities, invitations, arranging food/beverage, and coordinating guest reception and various logistics to meet the goals and objectives of the project. 
• *Assists with the coordination of staff, volunteers and appropriate personnel for tournaments and post-season sport competition event activities as assigned. 
• *Assist the Associate Athletics Director with student-athlete support services involving confidential information, may involve contact with student-athlete, administration, coaches, staff and colleagues from other institutions, conferences and external entities.
• Drafts pertinent documents including action memos and responds to internal/external inquiries as needed.
• *Maintains and updates various lists of activities and contacts for Athletic Department including committee lists, administrative lists and other mailing and/or distribution lists.
• *Coordinates Associate Athletic Director’s master calendar and related arrangements. Schedules appointments and meetings, coordinates and maintains calendars, makes arrangements for travel and accommodation and processes travel expense reports.
• *Assists Associate Athletics Director to address and/or answer concerns and inquiries expressed by individuals within the University community and general public, and assists in determining appropriate action or response in a timely and professional manner.
• *Assists Executive Team (Athletics Director, Associate Athletics Directors and Assistant Athletics Directors) with administrative support as assigned.
• *Assists assigned sports with booster club projects and/or events which may entail working nights, weekends and/or holidays. 
• Keeps abreast of changes in athletics affairs and changes in applicable laws, policies and procedures.
• May supervise graduate student assistant and student assistants.
• *Maintains confidentiality to include but not limited to information, files and records that the incumbent may obtain or possess, in accordance with federal and state laws and University of Hawaii policies.
• *Maintains collaborative working relationships with administrators and coaches in the department, other college offices, and appropriate relationships with members of the media, donors, and other individuals interested in the Athletics Department.
• *Knows, recognizes and complies with the laws, policies, rules, and regulations governing the University of Hawai'i, its employees, and the rules of the NCAA and affiliated Conferences as now constituted or as may be amended in the future.  Immediately advises the Athletics Director or designee if there are reasonable cause to believe violations, whether by employees, students, or others, have occurred or will occur.

• Other duties as assigned.  
  Minimum Qualifications

• Possession of a baccalaureate degree in Arts and Sciences, Business Administration, Humanities, Social Sciences, Natural Sciences, Education or related field and 0 year(s) of progressively responsible professional experience with responsibilities for program administration; 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 program administration 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 program administration.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of program administration.

• 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.

• Ability to exercise discretion and sound analyses to a variety of administrative support, program management or related issues.

• Ability to work effectively and independently under pressure, with frequent interruptions, and remain flexible in handling several concurrent projects with competing deadlines.

• Must be able to work a flexible schedule including nights, weekends and holidays, depending on programmatic needs.

• Ability to handle confidential information with a high level of tact, discretion and diplomacy

• Excellent organizational and time management skills.

• Ability to provide excellent customer service.

• Demonstrated ability to pay attention to details.  Desirable Qualifications:

• Experience in intercollegiate athletic administration.

• Knowledge of NCAA rules and regulations.

• Knowledge of University of Hawaii organizations, applicable policies and procedures, and relevant practices.

• Experience with University of Hawai‘i on-line systems, including, but not limited to Kuali Financial System and eTravel. 

• Demonstrated commitment to valuing diversity, understanding and working effectively in multicultural societies, similar to Hawai‘i, contributing to an inclusive environment.

TO APPLY:  Click on the “Apply” button on the top right corner of the screen to complete an application and attach 1) cover letter indicating how you satisfy the minimum and desirable qualifications, 2) resume, 3) names of 3 professional references (include title, email and phone number).
 
INQUIRIES: Roxanne Levenson, Associate Athletics Director for Student-Athlete Services, rlevens@hawaii.eduor (808)956-4469

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/c..., 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/ac...