Casual Hire - Business Office Administrative Assistant

EXPIRED

Description

Title:   Casual Hire - Business Office Administrative Assistant
Hiring Unit:   UHM Athletics
Location:   Business Office
Date Posted: November 6, 2023
Closing date:   November 9, 2023
Full Time / Part Time :  Full time, Temporary
 
Other Conditions:   Position is a temporary casual hire position and offers no benefits, not to exceed 40 hours/week.  All positions require successful completion of a background check.
 
Duties and Responsibilities:

• Under the supervision of the Assistant Athletic Director for Business Operations, position provides administrative and fiscal support to the coaches and staff in coordination with the Business Office Staff & in compliance with all University policies & State and Federal Laws.
• Responsible for administering, invoicing and collecting payment for corporate partners agreements, business office invoices, scholarship invoices and all other billings.
• Administer the in-kind trade received from corporate partners (i.e. airfare, hotel, meals, etc..).
• Review and execute scholarship forms to student-athletes for monthly stipend and book reimbursements.

Description

Title:   Casual Hire - Business Office Administrative Assistant
Hiring Unit:   UHM Athletics
Location:   Business Office
Date Posted: November 6, 2023
Closing date:   November 9, 2023
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Full Time / Part Time :  Full time, Temporary
 
Other Conditions:   Position is a temporary casual hire position and offers no benefits, not to exceed 40 hours/week.  All positions require successful completion of a background check.
 
Duties and Responsibilities:

• Under the supervision of the Assistant Athletic Director for Business Operations, position provides administrative and fiscal support to the coaches and staff in coordination with the Business Office Staff & in compliance with all University policies & State and Federal Laws.
• Responsible for administering, invoicing and collecting payment for corporate partners agreements, business office invoices, scholarship invoices and all other billings.
• Administer the in-kind trade received from corporate partners (i.e. airfare, hotel, meals, etc..).
• Review and execute scholarship forms to student-athletes for monthly stipend and book reimbursements.
• Execute and reconcile payments to game officials for all intercollegiate sports.
• Create and process monthly postage spreadsheet, journal vouchers and invoices for postage expense to departments and boosters/camps.
• Administer invoicing and depositing for facility rental agreements.
• Responsible for reviewing and executing reimbursements for recruiting visitations.
• Monitor and administer fixed assets and related reports. Ensure disposal applications are completed.
• Assist sports camp directors with proposal and budget. Upload registration information onto UHM Athletics website.
• Assist sports camp directors with fiscal functions including but not limited to managing registration forms & collecting camp fees through mail, online payments & in person.
• Assist camp directors with reconciling registration & expenses into the final camp report.
• Work the registration/check-in for camps which will include working nights, weekends and holidays.
• Assist camp directors with administrative functions of camp including but not limited to obtaining listing of participants & registering participants, ensuring all camp workers are cleared through Compliance & Human Resources.
• Responsible for administering the purchasing card (p-card) program as the Department Card Coordinator. Ensure all p-card documents are submitted in timely manner and in accordance with p-card policies.
• Responsible for preparation of travel documents for the football program.
• Prepares requisitions, reconciles and completes documents upon traveler’s return for the football program.
• Prepares purchase requisitions for the football program to purchase items which maintain the flow of the program.
• Responsible for processing reimbursement for the football program staff in a timely manner, ensuring expenses are accounted for in the budget.
• Solicits and obtains bids for items over $5,000 to purchase for the football program, processes paperwork for procurement and acceptance of costly items.
• Follow-up on various forms and records for the football program for the Athletic Business Office.
• Coordinate and inventory supply orders and materials or other items for football supplies, for all football coaches, GA’s, managers, video coordinator and strength coordinators.
• Keep a stocked inventory of note cards, envelopes, stationary, questionnaires, brochures and coaches business cards.
• Maintain collaborative working relationships with administrators, staff, 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.
• 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.
• Know, recognize, and comply with the laws, policies, rules, and regulations governing the University of Hawaii and 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 Director of Athletics or designee if there are reasonable cause to believe violations, whether by employees or students, have occurred or will occur.

• Other duties as assigned. Minimum Qualifications:

• Possession of a baccalaureate degree in business administration, humanities, social sciences, natural sciences or related field and some administrative/fiscal experience in an intercollegiate setting.

• Functional knowledge of principles, practices and techniques in business 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 business administration.

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

• 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.

• Ability to work nights, weekends, and holidays as required.

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

• Ability to provide excellent customer service.

• Ability to adapt/respond to different types of customers.

• Excellent organizational and time management skills.

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

• Experience with University of Hawaii on-line systems, including, but not limited to Kuali Financial System and eTravel.   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, and 3) names of 3 professional references (include title, email and phone number) .
   
  Inquiries :  Tiffany Kuraoka, tkuraoka@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/c..., or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

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...