Administrative Support/Admin & Fiscal Support Specialist, PBA (#96800) Position Description

The application collection portion of the recruitment for this position vacancy has concluded.

• Duties
• Minimum Qualifications
• Desirable Qualifications
• Pay Range
• Applications (How to Apply)
• Inquiries (General)
• Application Deadline

UH Hilo, Athletics, full-time, permanent, to begin approximately March 2024, pending position clearance and availability of funding.

Duties

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Administrative Support/Admin & Fiscal Support Specialist, PBA (#96800) Position Description

The application collection portion of the recruitment for this position vacancy has concluded.

• Duties
• Minimum Qualifications
Apply Now


• Desirable Qualifications
• Pay Range
• Applications (How to Apply)
• Inquiries (General)
• Application Deadline

UH Hilo, Athletics, full-time, permanent, to begin approximately March 2024, pending position clearance and availability of funding.

Duties

Under the direction of the Director of Athletics, manages the Office of Athletics. Directs and controls workflow; coordinates office procedures and policies; and keeps all staff informed of all personnel administrative and procedural matters. Receives and screens officials and visitors from various community agencies, private industry, and the general public; receives and screens all calls, exercising discretion in responding to inquiries for information. Refers or redirects callers to appropriate individuals or offices. Using considerable discretion and initiative, drafts letters and memos to be distributed to various constituents including faculty, staff, students, or the University community. Oversees ticket office operations including online ticket software management, monthly reports and reconciliations. Processes the hiring of student workers for event and game management, office support and ticket operations. Maintains Director of Athletics calendar of appointments and meetings, adjusting as necessary; arranges and schedules meetings and notifies participants. Responsible for making travel arrangements for the Director, staff and teams, student athletes; initiates and prepares travel requests and completion forms and requisitions; maintains records of itineraries. Trains all employees on travel procedures. Assists with the preparation of contracts and budgets. Working with the Associate Director of Athletics, collects financial data from monthly reports and prepares drafts of quarterly and annual reports for the Director of Athletics and others as required. Working with the Associate Director of Athletics, prepares budget proposals, documents, oversees resources, and reconciles monthly program expenditures with University generated reports including but not limited to ticket office reconciliation. Prepares year-end adjusting and closing entries and procurement and payments documents. Maintains and monitors internal accounting and fiscal records for UH Foundation accounts. Establishes and maintains close working relationship with contracted apparel vendor to ensure timeliness and accuracy of annual promotional apparel allotment for Department. Working with the Associate Director of Athletics, develops technical specifications and related procurement paperwork necessary for quotations, contracts, sole source, Super Quote and formal bids. Deposits all cash, checks and credit card collections from the Athletic Department per department and institutional policies. Under the direction of the Director of Athletics, assists in resolving operational and administrative matters in accordance with current policies, procedures, and directives. Working with the Director of Athletics and Associate Director of Athletics, coordinates appropriate, relevant and timely professional development opportunities for coaches and staff, including new orientation. Other duties as assigned.

Minimum Qualifications

Possession of a baccalaureate degree in Business Administration, Business Management, Accounting or related field and one (1) year of progressively responsible professional experience with responsibilities for management accounting, management administration, personnel, procurement; 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 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 area of business 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. Must be willing and able to work nights, weekends and holidays. Detail oriented and able to handle multiple tasks. Able to prioritize multiple duties with demanding deadlines.

Desirable Qualifications

Knowledge of the University of Hawaii policies and procedures applicable to the areas of purchasing and disbursing. Experience in accounting and database software application. Experience in human resources administration. Experience with screening, hiring and supervision of student workers. Proficient using SAP Concur system. Experience in group travel and reconciliation via eTravel. Experience with online ticketing system and oversight of ticketing platforms; preferably AudienceView.

Pay Range

PBA, minimum $4,102/month

Applications (How to Apply)

For a complete description, application instructions and to submit an application, please visit NEOGOV and search for #96800 or Program Coordinator. Please be sure to review the full job posting before applying. Failure to submit all required documents shall deem an application to be incomplete. Incomplete applications will not be considered. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries (General)

Kula Oda; koda@hawaii.edu.

Please refer to position #96800 when making inquiries.

Application Deadline

February 1, 2024.

Important Information

The official advertisement can be found at NEOGOV.

The University of Hawaiʻi 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.

Individuals with disabilities who need a reasonable accommodation for the application or hiring process are encouraged to contact the EEO/AA coordinator(s) for the respective campus.

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 Hawaiʻi may be viewed at the U.S. Department of Education’s Campus Safety and Security Data Analysis Cutting Tool, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10A 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.

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