Administrative & Fiscal Support Specialist (Executive Assistant, Pos #96981)

Full-time

Honolulu, HI

Educational Services

About the position

The Administrative & Fiscal Support Specialist (Executive Assistant, pos #96981) will provide comprehensive administrative support to the Dean of the School of Nursing and Dental Hygiene at the University of Hawaii at Manoa. This position involves managing the day-to-day functions of the Office of the Dean, serving as a liaison between the Dean's office and various stakeholders, and overseeing complex scheduling and travel arrangements. The role also includes preparing project management documents, compiling data for reports, and ensuring compliance with university policies and regulations. The position is expected to begin approximately in January 2025 and is permanent, contingent on performance and funding availability.

Responsibilities

• Provides administrative support to the Dean and manages the Office of the Dean day-to-day functions, policies and practices.
• Serves as liaison between the Office of the Dean and constituents, students and the public and directs matters, issues or problems to appropriate parties for review and response.
• Manages the Dean's appointments including complex scheduling and travel arrangements.
• Works with the Dean, Administrative Operations Coordinator and Academic Systems Manager to monitor and assist with strategic initiatives including academics, partnerships, research and development.
• Prepares and monitors project management documents, i.e. action plans, timelines, Gant charts, process flow maps etc.
• Compiles data, conducts simple analysis and prepares reports for committees and executive team to inform decision makers on issues that significantly impact the school.
• Prepares documents to establish or maintain new programs, stop-out and terminate programs including Authorization to Plan Proposals and action memos for campus and system reviews, reporting, initiating action plans for implementation, etc.
• Prepares internal and external correspondence including drafting, formatting, and editing letters, memos, and reports to faculty, students, staff, and external agencies.
• Develops and generates meeting agendas, meeting materials, and meeting summaries as assigned.
• Participates in coordinating special events of the school including exchange visitors (professors and students).
• Prepares and processes fiscal documents such as requisitions, purchase orders, check requests, and travel.
• Applies judgment and understanding of policies and procedures of the University and School to ensure compliance, equity, and timeliness in all transactions such as fiscal, personnel, and academic processing.
• Complies with HIPAA regulations and other pertinent laws, policies, procedures and practices to protect student, staff, and faculty confidentiality.
• Assists the UH Manoa Nursing alumni chapter with special events, including but not limited to records keeping, logistics, preparing fiscal docs to UH Foundation, and other activities.
• Serves as a back-up for other support personnel as needed.
• Other Duties As Assigned.

Requirements

• Possession of a baccalaureate degree in Business Administration, Education, Social Sciences, Communications, or related field and two (2) year(s) of progressively responsible professional experience with responsibilities for project management and/or business 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 area of project management and/or academic program coordination.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with project management and/or business administration.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of project management and/or 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 and apply word processing software such as Microsoft Office Professional Suite or related programs.
• Self-starter with demonstrated ability to learn new operating systems quickly.
• Demonstrated ability to be well-organized, multi-task, pay attention to detail, and effectively manage projects.
• Demonstrated ability to effectively participate and collaborate as a member of a team.
• Demonstrated ability to exercise good judgment when handling complex and demanding situations.

Nice-to-haves

• Experience working in an academic environment.
• Experience in a health professions school in higher education.