Honolulu, HI

2024-02197

10/01/2024

0097125

 

 

 

University of Hawai‘i, Kapi‘olani Community College, Office for Community and Continuing Education is seeking applications for Administrative & Fiscal Support Specialist position. Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below: 

Title: Administrative & Fiscal Support Specialist                       

Position Number: 0097125

Hiring Unit: Office for Community and Continuing Education

Location: Kapi‘olani Community College    

Date Posted: October 1, 2024

Closing Date: October 16, 2024, 11:59 PM HST

Band: A 

Salary: Salary schedules and placement information (Salary commensurate with education and experience)                  

Temporary/Permanent: Permanent            

Funding: General

Other Conditions: To begin approximately December 2024. Subject to position clearance and availability of funds. 

 

Introduction
The position is located in the office of Assistant Dean, Community and Continuing Education, at Kap'iolani Community College. The Assistant Dean for Community and  Continuing Education (OCCE) is charged with administrative control for planning and administering all programs and services within the OCCE. The specific functions of this organizational unit include providing the communities it serves with measured quality programs for, professional development, workforce development, customized training contracts, short term international programs and personal enrichment. The primary purpose of this position assists the Assistant Dean for OCCE, providing fiscal and personnel related services to the department. Building a collaborative relationship with the College’s Business Office, Human Resources Department, Grants Office, Honda International Center, Department’s Clerical Staff, Department Chairs, and Unit Heads is of utmost importance. This position is also responsible for planning, organizing and carrying out a broad range of functions requiring independent judgement and initiative to assist the unit heads in the performance of administrative duties.

Duties And Responsibilities

(NOTE: ** denotes Essential Functions)

1. **Oversees the day-to-day operations of the Assistant Dean for OCCE Office including handling all confidential calls and materials, and responding to the inquiries in the absence of the Assistant Dean. Serves as front line in all matters of Community and Continuing Education.
2. **Manages office operations (i.e., supplies, forms, applications, equipment maintenance, and confidential files). Oversees and assists with the processing of various forms by individuals in continuing education programs.
3. **Maintains files on confidential, technical and administrative correspondence, audit reports, personnel records, manuals, directives, regulations, and policies related to the activities of the University of Hawaii and the college.
4. Assists in handling of public relations needs for continuing education, workforce development, and short term international programs, including but not limited to electronic newsletters, email campaigns, digital and print materials, social media management, outreach, assists with external/community relations.
5. **Performs procurement functions, including the preparation of purchase orders, requisitions, invitations to bid, requests for proposals/quotations or proposal/bid/technical specifications.
6. **Prepares, facilitates, and/or processes direct payments, travel requests/completions, contracts, stipends and other related procurement and fiscal activities.
7. **Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures. 
8. Assists with the preparation of a variety of reports.
9. **Performs monthly reconciliation of unit, department, and grant expenditures; generates monthly invoices ensuring compliance with funding requirements.
10. **Prepares reports and complex documents such as quarterly reports that require specific formatting; and gathers, interprets, and analyzes information and report results.
11. Keeps abreast of current University policies, procedures, regulations, directives and State and Federal statutory requirements, i.e., Hawai‘i Revised Statutes, Hawai‘i Administrative Rules, and Federal Acquisition Regulations.
12. Maintains accurate account of the Academic departments’ budget information and expenditures, develops financial spreadsheets, and performs regular audits and reconciliations as necessary.
13. Receives training relative to policies and procedures in the fiscal arena.
14. **Monitors the Community and Continuing Education department’s budget by tracking expenses in the University’s Kuali Financial system, Research Corporation of the University of Hawai?i (RCUH) financial system, and SAP Concur.
15. Ensures that expenses are aligned in the program budget and comply with University policies and procedures. Makes recommendation to the Dean, as necessary. 
16. **Work collaboratively with the College’s business office, grants office, CE Registration, UH Foundation Fiscal/Advancement Specialist and Research Corporation of University of Hawaii (RCUH). 
17. **Assists with developing and implementing internal workflow documents for personnel and recruitment paperwork.
18. **Manages all aspects of the recruitment process for faculty, staff, lecturers, casual hires, and student assistants, to include preparation and/or review of hiring forms and personnel forms.
19. **Coordinates, manages, and directs flow of recruitment and personnel paperwork within the continuing education and other related academic units.
20. Receives training relative to policies and procedures in the, personnel and recruitment arena.
21. **Works collaboratively with the College’s office of human resources.
22. **Assists with developing and implementing metrics and information gathering to provide trends-analysis in program areas.
23. **Works directly with departments and offices in assessing and making necessary program modifications and maintaining and enhancing program functions and features.
24. **Works collaboratively with the Office for Institutional Effectiveness to gather data that will best inform scheduling of courses, retention, graduation and transfer and CE
    Regitration Office to gather data from Destiny 
25. **Receives and attends training to ensure compliance with applicable laws, rules, policies, procedures and practices especially when offered by the Human Resources office and Business office.
26. Using graphic design software, creates and edits various event materials, such as flyers, certificates, and presentation slides, to ensure high-quality, engaging, and effective visual communication.
27. Other duties as assigned   

Minimum Qualifications

• Possession of a baccalaureate degree in business administration, management, accounting, human resources, finance, public administration or related field and one (1) year of progressively responsible professional experience with responsibilities for business management, fiscal, human resources management; 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 provision of professional administrative, fiscal, and program support 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 professional administrative, fiscal and program support.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the provision of professional administrative, fiscal and program support.
• 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 such as Microsoft Word, Excel, Adobe Acrobat, and other commonly used software.
• Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.
• Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
• Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion

Desirable Qualifications

• Ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.
• Experience with academic office administration management in an academic/university environment.
• Familiarity and experience with UH policies and procedures and preferably experience with UH accounting, and personnel systems.
• Display strong organizational skills and customer service skills
• Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the"To Apply" section carefully)

 

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following:

1. Cover letter;

2. Resume;

3. The names and contact information (telephone number and email addresses) of at least three professional references; and

4. Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. The expense of the evaluation shall be borne by the applicant.

• Academic record/grade summaries will NOT be accepted 

• Diplomas and copies will NOT be accepted

Incomplete applications will NOT be accepted.

 

NOTE:  

• The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered.  All requested documents/information become the property of Kapi‘olani Community College and will not be returned.

• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).

• Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.

• If you have not applied for a position before using NEOGOV, you will need to create an account.

 

Inquiries: Kapi‘olani Community College, kapcchr@hawaii.edu, 808-734-9573

 

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/campus-security/, 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 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 reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.  Determination of requests for reasonable accommodation will be made on a case-by-case basis.  For further information, please refer to the following link: 

www.hawaii.edu/offices/eeo/accommodation-request/ 

Kapi'olani Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, contact Section 504 Coordinator, (808) 734-9575, 4303 Diamond Head Road, 'Ilima 209, Honolulu, HI 96816; Title IX Coordinator, (808) 734-9542, 4303 Diamond Head Road, 'Iliahi 116