Administrative Officer – Special Assistant to the Dean
Apply Here Job Description :
Description
Title:
Administrative Officer Special Assistant to the Dean
Position:
96617
Hiring Unit:
College of Engineering, Dean’s Office
Location:
UH Manoa Campus
Band:
B
Salary:
Commensurate with qualifications and experience
Additional Salary Information: PBB Minimum $5,000/month
Full Time/Part Time:
Full Time
Temporary/Permanent:
Permanent
Funding:
General
Duties and Responsibilities
-
Serves as Special Assistant to the Dean, executing highly advanced, senior level, complex professional responsibilities for the Dean of the College of Engineering to ensure achievement of the college’s mission and goals. - Works independently performing a wide range of complex and confidential administrative duties, reporting directly to the Dean.
- Serves as the principal administrative contact and liaison with all University constituents and external contacts.
- Develops, implements and administers College office systems and procedures, policies and operations. Interprets and communicates policies and processes.
- Works closely with the Dean on the facilitation of staff development and evaluation processes. Acts as primary administrative contact for faculty affairs for areas including tenure and promotion, contract renewal/reappointment, periodic review, conflicts of interest, hiring, special salary adjustments, chair appointments, emeritus requests, grievances and complaints.
- Assists the Dean with agendas, current events, developing timelines, mapping and scoping the semester, including coordinating Administrative Council meetings.
- Works closely with the Dean, and college leadership to identify and advance strategic priorities and initiatives, including providing leadership and project management for special projects and programs on behalf of the Dean.
- Researches, collects, analyzes data and prepares administrative reports related to program operations, administrative functions and ensures that reports are reviewed and submitted in a timely manner.
- Responds to surveys as needed, including ASEE and space surveys.
- Collaborates with unit’s executives and chairs to address and resolve academic and non-academic issues on behalf of the Dean in a timely and effective manner.
- Assists the Dean in handling controversial & highly delicate legal and labor relations matters including grievances and complaints. Maintains confidentiality with all parties.
- Ensures compliance with Board, Executive, and collective bargaining processes, Department personnel rules, and other laws, policies, and procedures.
- Maintains confidentiality and serves as the Dean’s confidant on personnel, sensitive, or strategic issues.
- Manages Dean’s and other UH Foundation accounts and arranges for purchasing on the Dean’s Behalf. Prepares reports as needed for UHF accounts.
- Assists with College events, delegation visits, international symposia, alumni and donor functions.
- Acts as a trustworthy liaison between the Dean and others on key matters of the college.
- Serves as the Dean’s chief aide and liaison to the Provost’s Office, Vice Provosts’ Offices, and President’s Office on matters not directly handled by the Dean.
- Works closely with the UH Foundation development officer to support donor relations.
- Signs fiscal and personnel documents on the Dean’s behalf.
- Serves as the College’s liaison to the Engineering Alumni Association of the University of Hawaii (EAAUH) and supports events sponsored by EAAUH.
- Other duties as assigned.
Minimum Qualifications
- Possession of a baccalaureate degree in science, engineering, business or related field and 3 years(s) of progressively responsible professional experience with responsibilities for project management, program administration, and/or supporting executives/administrators or equivalent education/training or experience.
- Considerable knowledge of principles, practices and techniques in the field of project management, program administration and/or supporting executives/administrators as demonstrated by the broad knowledge, or the full range of pertinent standard and evolving concepts, principles and methodologies.
- Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with project management and/or program administration.
- Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
- Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
- Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
- Demonstrated ability to operate a personal computer and apply word processing software.
- If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
- Evidence of being highly organized, able to work under pressure with frequent interruptions, and remain flexible in multi-tasking several concurrent assignments with competing deadlines.
- Demonstrated ability to apply tact and diplomacy in dealing with divergent groups and confidential/sensitive information.
- Ability to follow oral and written instructions.
- Ability to solve problems using creative solutions, within the context of policies and institutional frameworks.
- Excellent oral, written and interpersonal skills.
- Excellent customer service skills.
- Demonstrated ability to foster a team-oriented environment with a diverse group of individuals.
- Professional experience in a higher education environment.
- Working knowledge of database programs and Microsoft Office Suite.
- Experience with project management techniques, like agile or scrum.
Click on the “APPLY” button on the top right-hand corner of the screen to complete an application and attach the following REQUIRED documents/information.
- Current resume
- A Cover Letter describing how you satisfy the minimum and desirable qualifications
- Names and contact information (including email addresses) of at least 3 professional references
- Copies of official transcripts or equivalent documents from the institution confirming highest educational degree relevant to this position (official transcripts will be required if selected to fill the position) CONFIDENTIAL INFORMATION (i.e. social security number, birth date, etc.) REDACTED
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Inquiries:
Joanne Whitaker, joannewh@hawaii.edu
