Job: Institutional Support (Administrative Svcs Mgr)

Readvertisement

Title:

Institutional Support (Administrative Svcs Mgr)

Position Number:

0080155

Hiring Unit:

College of Natural Sciences Dean's Office

Location:

Manoa Campus

Date Posted:

November 19, 2013

Closing Date:

December 05, 2013

Band:

C

Minimum Monthly Salary:

salary schedules and placement information

Full Time/Part Time:

Full Time

Temporary/Permanent:

Permanent

Funding:

General

---

Duties and Responsibilities

1. Serve as Chief Administrative Services Officer, responsible for the management and administration of areas including, but not limited to, accounting, finance, human resources, organization and facilities management.
2. Review and approve, as the College's designated approving authority, appointments and extensions of appointments of faculty, APT, Graduate Assistants, non-compensated appointees, casual employees, etc.
3. Serve & supervise as the College's custodian of record for respective admin ops.; respond to requests for info. from all sources including attorneys, ensuring compliance with the provisions of the UIPA, CBAs, and other applicable laws/regulations
4. Serve as the lead Fiscal Administrator for the College with $25,000 purchasing authority for both the University and the RCUH transactions.
5. Serve as the Fiscal Administrator responsible for the College's operating budget which includes general, special, revolving, trust, gift and agency funds.
6. Supervise the maintenance of records of revenues, allocations, commitments, encumbrances, and expenditures to maintain the integrity of the College's financial position.
7. Advise chairs & supervisors regarding the application of CBAs, BOR policies, University Executive and Administrative policies, and State and Federal laws and regulations pertaining to human resources management.
8. Review and approve requests to create new permanent and temporary positions.
9. Review and approve vacancy announcements for content and to ensure that University policies and procedures, collective bargaining provisions, and equal employment opportunity/affirmative actions requirements are met.
10. Review and approve requests for overload ensuring compliance with University policies and procedures, collective bargaining agreements, Federal regulations, and other terms and conditions set forth by granting agencies.
11. Supervise the proper application of employee benefit programs, workers' compensation claims procedures, and temporary disability benefits.
12. In consultation with the Office of International Affairs, advise chairs and prospective employees of immigration requirements/laws and University policies relative to obtaining necessary employment visas.
13. Review & respond as appropriate to claims for unemployment benefits. Appear & testify at hearings as necessary. Working closely with the HR Specialist, receives & hears complaints/concerns and acts to resolve personnel conflicts.
14. Train, evaluate and supervise of administrative staff in various functional areas.
15. Aid the Dean in the formulation, optimization, execution and evaluation of all policies, procedures and operations of the College.
16. Responsible for formulation, implementation, and evaluation of all academic staffing models, fiscal, and human resources operations of the College
17. Work with the Dean and Associate Deans to formulate strategic procurement and management of space and facilities within the College.
18. Create, develop, implement and modify effective staffing plans for the college to support research and education efforts.
19. Facilitate the formation of effective staffing models within departments.
20. Develop in partnership with the Dean effective and responsive budget models for the College and individual departments.
21. Work in partnership with the Dean and Associate Deans in various roles including: team building, developing collaborations across colleges or between departments, fundraising, developing public events, ...(continue)
22. cont...coordinating and scheduling meetings, implementing payroll and funding initiatives, and playing a leadership role in the formation of an effective, positive culture within the college.
23. Recommends and implements changes to administrative program policies, and standard operating procedures to improve customer service operations to achieve the most efficient and economical service.
24. Work with the Dean and Associate Deans to strategize, develop & coordinate an advisory board. Plan and assist in the facilitation of meetings and activities for the Board, alumni, and other stakeholder groups.
25. Work with the Dean to develop and execute new and innovative undergraduate and graduate research and education models (i.e., staffing modeler to support staffing needs).
26. Develop and execute feedback mechanisms for all functions of the College.
27. Leads and assists with grievances, labor relations cases and investigations with employees and union representatives. Serve as fact finder on investigations as necessary
28. Other duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in business administration or related field and 6 year(s) of progressively responsible professional experience with responsibilities for financial management, human resources, or higher education administration; or equivalent education/training or experience.
2. Advanced and comprehensive knowledge and understanding of a wide range of developing and emerging concepts, principles and methodologies of the assigned financial management, human resources or higher education administration.
3. Comprehensive knowledge and understanding of a wide range of principles, theories, federal and state laws and systems associated with financial management, human resources or higher education administration.
4. Demonstrated ability to understand problems from a broad interactive perspective and use reasoning to discern underlying principles and issues when problem solving, and apply creative thinking to resolve problems in new and unprecedented approaches.
5. Demonstrated written and verbal competence in presenting ideas, concepts and models clearly using persuasion and negotiation to build consensus and cooperation.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.
8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
10. Extensive knowledge of accepted governmental accounting principles, techniques, and fund accounting systems.
11. Extensive knowledge of principles and practices of federal and other extramural funding administration.
12. Extensive knowledge of the principles and practices of personnel administration.
13. Thorough knowledge of the theories and practices of organization and management.
14. Ability to analyze financial statements and statistical reports, discern trends, and apply analytical techniques.
15. Strong people skills including the ability to inspire creativity and team building in others as well as the ability to handle difficult personnel situations with professionalism and timeliness.
16. Demonstrated creativity.
17. Strong interpersonal and communication skills and an ability to work with a diverse team of faculty, students, and staff.
18. Highly organized.

Desirable Qualifications

1. Extensive knowledge of the administrative practices of the University of Hawaii and other institutions of higher education.
2. Excellent time management.
3. Experience in writing grant proposals (educational, research).
4. Experience in fund raising and philanthropy.
5. Experience in working with advisory boards.
6. Experience in improving organizational efficiency and organization.
7. Desire to work as a team to create a positive environment.
8. Desire to understand the academic environment and work within the system to make things happen.
9. Ability to provide leadership to staff and advice/guidance to staff, students, faculty, and administration on organizational structure and practices.

---

To Apply:

Submit cover letter indicating how you satisfy the minimum and desirable qualifications, UH Form 64 ( standard format ) ( large format ), resume, names of 3 professional references, and official transcripts (copies accepted, originals required upon hire) to the address below.

Address:

1. College of Natural Sciences Dean's Office
2. 2545 McCarthy Mall, Bilger 102
3. Honolulu, HI 96822

Inquiries:

1. Cynthia Higa; 808-956-5914; higacynt@hawaii.edu
2. William Ditto; wditto@hawaii.edu

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 Hawaii may be viewed at: http://ope.ed.gov/security/, 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.