Administrative Assistant to the Executive Director of Athletics

EXPIRED

Hawai‘i Pacific University is designated as an Alaskan Native and Native Hawaiian (ANNH) Serving Institution by the US Department of Education. As such, we strive for accurate displays of the Hawaiian language in all our institutional materials. This includes the appropriate use of diacritical marks such as the ‘okina and kahako. Unfortunately, at times external vendors and other third-party technology integrations do not support the use of these characters. Mahalo for your understanding.

Description 

Job Summary:**  **
 
Reporting directly to the Executive Director of Athletics (AD), the Administrative Assistant (AA) will be responsible for overall admirative duties in the Athletics Department.  The AA will perform a variety of duties at the direction of the (AD) including but not limited to; greeting all visitors and callers to the department; generating memos, emails, reports and research as needed; preparing for meetings and keeping detailed meeting minutes; communicating with staff and recording keeping; assisting the AD with travel planning and committee work; keeping supplies inventory and coordinating office equipment maintenance; and other duties as assigned. Non-traditional work hours may be needed and a willingness to assist with Athletics events is essential.
 
Qualifications:**  **
 
Minimum Qualifications:**  **

• High school diploma
• 2 + years of experience as an administrative assistant
• Excellent customer service is essential
• Ability to accurately perform data base entry and word processing, spreadsheets, Excel, Banner, etc.

Hawai‘i Pacific University is designated as an Alaskan Native and Native Hawaiian (ANNH) Serving Institution by the US Department of Education. As such, we strive for accurate displays of the Hawaiian language in all our institutional materials. This includes the appropriate use of diacritical marks such as the ‘okina and kahako. Unfortunately, at times external vendors and other third-party technology integrations do not support the use of these characters. Mahalo for your understanding.

Description 

Job Summary:**  **
 
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Reporting directly to the Executive Director of Athletics (AD), the Administrative Assistant (AA) will be responsible for overall admirative duties in the Athletics Department.  The AA will perform a variety of duties at the direction of the (AD) including but not limited to; greeting all visitors and callers to the department; generating memos, emails, reports and research as needed; preparing for meetings and keeping detailed meeting minutes; communicating with staff and recording keeping; assisting the AD with travel planning and committee work; keeping supplies inventory and coordinating office equipment maintenance; and other duties as assigned. Non-traditional work hours may be needed and a willingness to assist with Athletics events is essential.
 
Qualifications:**  **
 
Minimum Qualifications:**  **

• High school diploma
• 2 + years of experience as an administrative assistant
• Excellent customer service is essential
• Ability to accurately perform data base entry and word processing, spreadsheets, Excel, Banner, etc.
• Ability to analyze, problem solve, identify alternative solutions, project consequences and make recommendations based on goals.
• Strong writing and speaking skills and ability to communicate effectively with students and colleagues from diverse backgrounds and cultures.
• Strong organizational and problem-solving skills are essential.
• Must be able to adjust and adapt with ease as circumstances change and must be a multi-tasker.
• Assuring a steady, accurate completion of workload in a timely manner is key to success in this position.
• Attention to detail and accuracy is critical.
• Regular, reliable and non-disruptive attendance is an essential job duty, as is the ability to create and maintain collegial, harmonious working relationships with others.
• Attend to details to effectively act on policies necessary and appropriate for managing NCAA and PacWest Conference related compliance.   Failure to do so may result in disciplinary actions and or termination of employment.

Desired Qualifications:

• AA or BA degree
• Previous experience working within athletics
• Previous experience working in the hospitality industry

Other Qualifications: 

• Candidates must be legally authorized to work in the United States.  Visa sponsorship and relocation allowance is not available for this position.  
• Report to work obligations to support the department and may require work during HPU’s winter break, if necessary.  
• This position may be considered an essential position with report to work obligations depending on the type of emergency, campus closure, or evacuation. 
• Must meet training and background check qualifications and comply with the Protection of Minors policy.
• Upon hire, candidate must have reliable personal transportation to facilitate travel between to all HPU worksites and other locations as required by the position.   This includes a valid driver’s license and a personal vehicle that is legally registered and insured. 
• This position may also require driving responsibility for an HPU vehicle.  Due to driving responsibilities, you must meet training and background check qualifications and comply with HPU’s Vehicle Driving policy. 
• Able to work all shifts and extended hours. 
• Successful candidate will be able to work in an environment that utilize excellent time and stress management skills.
• Required to be vaccinated to work in Athletics.

Key Responsibilities/Essential Job Functions:
  
1. Assist the AD with administrative functions in the Athletics Department(75%) - Customer service - Preparing reports and assisting with planning - Manage the calendar/calls/emails/office duties - Assist with scheduling and tracking due dates/events - Assist with travel planning and committee work

1. Assist the AD with HPU events and event planning(10%)
2. Assist with athletics events planning and execution

3. Assist with special events and HPU activities

4. Assist with driving university vans as needed(10%)

5. Varies as needs of the department shift

6. Irregular hours may be required

7.  Performs other related duties as assigned (5%)

• Actively participates as an effective member of team by completing assigned duties, accepting additional assignments or reassignments. 
• Assists with seasonal peaks.

This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.

_ Hawai'i Pacific University is an Equal Opportunity Employer committed to fostering a diverse, equitable environment in which faculty and staff can excel irrespective of race, color, national origin, sex, disability, age, genetic information, sexual orientation, gender identity/expression, marital status, or any other protected class covered by state and federal law. Hawai'i Pacific University encourages applications from veterans and individuals with disabilities. A pre-employment background investigation is performed on candidates selected for employment. _