Job Description

Salary
See Position Description

Location
Honolulu, HI

Job Type
Part-Time Temporary

Job Number
2024-01640

Department
Kapi'olani Community College - Office for Student Affairs

Opening Date
09/05/2024

Closing Date
9/9/2024 11:59 PM Hawaii

Position Number:
Casual Hire

University of Hawai‘i, Kapi‘olani Community College, Office of the Vice Chancellor for Student Affairs is seeking applications for the Administrative Support Specialist  (Casual Hire) position. Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below: 

Important note: Applicants seeking short-term or part-time work with the University of Hawai'i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits as provided to regular BOR and Civil Service employees (i.e. paid holidays/leave). Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.

Working Title:  Administrative Support Specialist (Casual Hire)            

Position Number: Casual Hire

Hiring Unit: Student Affairs

Location: Kapi‘olani Community College

Date Posted: September 5, 2024

Closing Date: September 9, 2024

Salary: $24.85 per hour 

Schedule: Up to 19 hours per week 

Temporary/Permanent: Temporary

Funding: Special

Continuation is dependent on satisfactory performance, program needs, and renewal of funds.

Introduction:

The position is located in the office of Vice Chancellor, Student Affairs, at Kap 'iolani Community College. The Vice Chancellor for Student Affairs is charged with administrative control for planning and administering all programs and services within the Student Affairs units. The specific functions of this organizational unit include outreach and admissions, financial aid, graduation and transcript evaluations, credit and non-credit registration, student engagement, student counseling for specific and targeted populations, student grievances and complaints, instructional services for developmental education course offerings, and related learning support services.

The primary purpose of this position assists the Vice Chancellor for Student Affairs (VCSA), providing fiscal and personnel related services to the units, which consists of the Student Services and Kekaulike Information & Service Center (KISC) units. Building a collaborative relationship with the College’s Business Office, Human Resources Department, Grants Office, 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 judgment and initiative to assist the unit heads in the performance of administrative duties.

Duties and Responsibilities:

• Oversees the day-to-day operations of the VCSA’s Office including handling all confidential calls and materials, and responding to the inquiries in the absence of the VCSA. Serves as front line in all matters of Student Affairs.

• Manages office operations (i.e., supplies, forms, applications, equipment maintenance, and confidential files). Oversees and assists with the processing of various forms by students; i.e., complete late withdrawal from college, academic dismissal appeals, financial obligation appeals, complaints and grievances.

• 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. Files include student conduct records and archive of investigatory documents and other confidential information.

• Assists with coordination of Behavioral Intervention Team (BIT) as directed by the VCSA.

Fiscal Services:

• Performs procurement functions, including the preparation of purchase orders, requisitions, invitations to bid, requests for proposals/quotations or proposal/bid/technical specifications.

• Prepares, facilitates, and/or processes direct payments, travel requests/completions, contracts, stipends and other related procurement and fiscal activities.

• Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures.

• Assists with the preparation of a variety of reports.

• Performs monthly reconciliation of unit, department, and grant expenditures; generates monthly invoices ensuring compliance with funding requirements.

• Prepares reports and complex documents such as quarterly reports that require specific formatting; and gathers, interprets, and analyzes information and report results.

• 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.

• Maintains accurate account of the Academic departments’ budget information and expenditures, develops financial spreadsheets, and performs regular audits and reconciliations as necessary.

• Receives training relative to policies and procedures in the fiscal arena.

• Monitors the Academic 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.

• Ensures that expenses are aligned in the program budget and comply with University policies and procedures. Make recommendations to the Dean, as necessary.

• Work collaboratively with the College’s business office and grants office.

Personnel & Recruitment

• Assists with developing and implementing internal workflow documents for personnel and recruitment paperwork.

• 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.

• Coordinates, manages, and directs flow of recruitment and personnel paperwork within the Academic units.

• Receives training relative to policies and procedures in the personnel and recruitment arena.

• Works collaboratively with the College’s office of human resources.

Data

• Assists with developing and implementing metrics and information gathering to provide trends-analysis in program areas.

• Works directly with departments and offices in assessing and making necessary program modifications and maintaining and enhancing program functions and features.

• Works collaboratively with the Office for Institutional Effectiveness to gather data that will best inform scheduling of courses, retention, graduation and transfer.

Other

• 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.

• 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 equivalent education/training or experience.

• 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

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

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

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.

Inquires: Kapiolani Community College Human Resources Department, kapcchr@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/campus-security/, 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 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   

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