Administrative and Fiscal Support Specialist

EXPIRED

Description

Title : Administrative and Fiscal Support Specialist (Administrative Assistant to the Associate Athletics Director)

Position Number : 0080285

Hiring Unit: Athletics Department

Description

Title : Administrative and Fiscal Support Specialist (Administrative Assistant to the Associate Athletics Director)

Position Number : 0080285

Hiring Unit: Athletics Department

Location: UH at Manoa

Date Posted: May 17, 2024

Closing Date: June 4, 2024

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties & Responsibilities (* denotes essential functions):

• *Under the supervision of the Associate Athletics Director for Internal Operations, provides administrative support to the Associate Athletics Director on a wide variety of administrative responsibilities and works directly with coaching and operational staff of assigned sports.
• *Provides office management and leadership within a highly complex and diverse department 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.
• *Proposes changes to internal policies and procedures to maintain efficiency.
• * Serves as initial contact to resolve complaints and concerns and refer significant challenges to supervisor.
• * Assists Associate Athletics Director to address concerns and issues expressed by individuals within the University community and general public, and assists in determining appropriate action or response.
• * Manages and coordinates master schedule for the Associate Athletics Director of Internal Operations (i.e scheduling meetings, teleconferences, travel, etc.) and related arrangements (i.e. travel requests and reconciliation, reservations, transportation, parking, etc.).
• * Coordinates, prioritizes and performs complex, confidential support services for the Associate Athletics Director of Internal Operations and sports programs, having extensive contact with individuals including senior level managers and directors, coaches, support staff, colleagues from other institutions, conferences and communities.
• * Drafts pertinent documents including action memos, response to internal/external inquiries, legislative requests, etc.
• * Prepares reports, and memoranda from rough drafts, notes or verbal instruction. Assists in proofreading various documents including but not limited to: presentations, reports, scripts and speeches for various functions and events.
• Answers requests for information from faculty, students, and visitors. Ensures that requests from internal and external sources are met in a timely and professional manner.

• *Maintains University lists necessary for the effective operation of the office, including committee lists, administrative lists, and other mailing or distribution lists.

• *Responsible for the State Vehicle Rental Program. Monitors eligibility of drivers, ensures licenses are current and takes appropriate action on any safety violations and/or concerns by drivers.

• *Manages scheduling of gym time for four court sports and coordinates use for visiting teams and outside users.

• Serves as Executive Assistant to the Athletics Director in the absence of the Executive Assistant to the Athletics Director.

• Assists the Executive Team (Athletics Director, Associate Athletics Directors, and Assistant Athletics Directors) with professional work including writing/drafting reports, research and analyses of information, budget management, etc.

• * Serves as project leader (as assigned) of athletics related projects and efforts necessary to meet the Athletic Department’s goals and objectives.

• * Keeps abreast of changes in athletics affairs and changes in applicable laws, policies, and procedures.

• * Schedules rooms and coordinates invitations/responses, food and beverage services, and reception for department sponsored meetings and events.

• *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).

• * Prepares 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.

• *Processes fiscal transactions of assigned sports and programs.

• *Processes and records deposits and expenses to UH Foundation for assigned sports and programs.

• ** Assists assigned sports programs with projects and/or events which may entail working nights, weekends and/or holidays.

• *Prepares fiscal-related documentation such as requisitions, disbursement vouchers, sole source purchases, requests for quotations and others, in compliance with applicable laws, University rules, regulations, policies and procedures.

• * Coordinates staff, volunteers and appropriate personnel for tournaments and post season competition as assigned

• * Assists with post-season travel arrangements as needed for assigned sports programs

• *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 Hawai‘i policies.

• * Maintains collaborative working relationships with administrators, support staffs and coaches in the department, other campus offices, and appropriate relationships with members of the media, donors, the general public and other individuals interested in the Athletics Department.

• *Knows, recognizes, and complies 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 arts and sciences, business administration, humanities, social sciences, natural sciences, education or related field and 2 (two) 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 areas of program administration demonstrated by knowledge, understand and ability to apply concepts, terminology.

• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with program management.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of program 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 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 no limited to Kuali Financial System and eTravel.

• Experience with University of Hawai‘i Foundation on-line systems, including, but not limited to Concur.

• 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: Lois Manin, Associate Athletics Director, manin@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.

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...