University of Hawai`i at Hilo Looking for Administrative Officer (Assistant to the Vice Chancellor for Administrative Affairs), PBB Full Time

Administrative Officer (Assistant to the Vice Chancellor for Administrative Affairs), PBB, UH Hilo, Office of the Vice
Chancellor of Administrative Affairs, position number ­­­­­­96953, full-time, permanent, general funds, to begin
approximately August 2023, pending position clearance and availability of funding.

Duties and Responsibilities:

This position supports the work and activities of the Vice Chancellor for Administrative Affairs, and manages the operations of the
office, including project management, communications, researching issues, and other general support. The position is responsible for a
variety of supporting roles for Administrative Affairs, executing high-level customer service while prioritizing workloads according to the
immediate needs of the unit. Administrative Affairs serves the University of Hawaiʻi at Hilo campus community as a valued resource and
strategic partner, offering innovative solutions to ensure achievement of excellence by all university constituencies. The position works
independently, with extensive latitude for the use of initiative and independent judgment, and has the authority to make decisions, as
delegated, to foster the success of the unit while ensuring compliance with federal, state, and university policies and procedures. The
position represents Administrative Affairs to university constituents and community partners in a professional and knowledgeable manner.
Responsible for design, timeline, accuracy and effectiveness of special assignments and projects for the Vice Chancellor and other
Administrative Affairs leadership staff, as assigned. Maintains an inventory of projects being executed across the Vice Chancellor’s
areas of responsibility. Works with the Vice Chancellor’s direct reports and independently, to ensure appropriate execution of
initiatives and decisions and identify any needed areas of support or advocacy. Synthesizes project activities, progress, obstacles, and
achievements into high-level reports for the Vice Chancellor. Provides regular briefings on the project portfolio. Acts as a point of
coordination on behalf of the Vice Chancellor in ensuring that momentum is maintained once projects are initiated. Meet regularly with the
Vice Chancellor to review projects, initiatives, and issues. Use discretion and independent judgement to ensure resolution of problems and
issues in accordance with the Vice Chancellor’s expectations. Assist the Administrative Affairs organization, ensuring smooth
operations by applying technical knowledge of state, system, and university policies, and department procedures. Manage Vice Chancellor
budgets by monitoring and analyzing financial funds to ensure budget limits are maintained and appropriate and accurate expenses occur.
Project fiscal year financial needs. Review financial statements for accuracy and resolves discrepancies. Determine appropriate expenditures
using discretion and independent judgment. Produce budget reports and compile information to assist with financial decisions. Using
discretion and independent judgment, complete purchase orders, and expense reports as needed. Ensure compliance with university policies by
researching these to determine proper procedures and recordkeeping requirements and developing systems to conform. Provide reminders and
scheduling support for the timely completion of performance planning, coaching and evaluation for the Vice Chancellor’s direct
reports. Serve as the primary point of and coordinator of Administrative Affairs communications, including internal communications, website
management, and email monitoring. Manage all aspects of Administrative Affairs divisional meetings and events. Manage space approvals as
designated and in accordance with the university’s facility use policy and processes. Oversee records retention and organization.
Attend university and/or external training to ensure compliance with proper policies and procedures and to learn innovative business
practices. Oversee the Vice Chancellor’s schedule and calendar. Utilize knowledge of priorities, preferences, and needs to respond to
inquiries involving the Vice Chancellor in a timely and effective manner. Use discretion to screen contacts accordingly. Research and
understand issues and briefs and prepares the Vice Chancellor in advance of calendared meetings and events. Review previous action items and
decisions. Ensure the Vice Chancellor and meeting participants are appropriately prepared. Follow up on meeting objectives, on behalf of the
Vice Chancellor. Complete expense reports and travel arrangements on behalf of the Vice Chancellor, and review requests for Vice Chancellor
approval, as requested. Support Vice Chancellor with personnel recruitment, onboarding, and performance management. Support and assist the
strategic vision and goals of Administrative Affairs. Establish priorities for support and effectively communicates priorities to help
foster a cohesive work unit in aid of the Administrative Affairs mission and the Vice Chancellor’s objectives. Exercise utmost
discretion, diplomacy and professionalism in all matters, especially those involving confidential or sensitive information. Participate in
liaison meetings and trainings, as appropriate, and lead the implementation of new or revised processes, systems, or policies. Represent
Administrative Affairs as directed on various committees, task force groups, and other internal and external ad hoc initiatives. Initiate
and process actions between the Administrative Affairs office and campus and community agencies. Considerable working knowledge of
principles, practices and techniques in the field of higher education administration as demonstrated by the broad knowledge of 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 purchasing and personnel. 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. Ability to work effectively in an administrative organization built around a team-based approach to management and ability to
establish and maintain constructive working relationships with faculty, staff, university officials, peers, and professional colleagues.

Ability to assess a situation and exercise appropriate initiative, diplomacy, discretion, and sound judgment, along with a comprehensive
understanding and application of professional ethics and confidentiality. Excellent organizational and time management skills with strong
attention to detail, resulting in the ability to work effectively and meet deadlines. Ability to work with multiple parties to coordinate
both large scale and smaller participant meetings. Excellent written and verbal communication skills including the ability to explain and
enforce organizational policies. Any equivalent combination of education and/or professional work experience which provides the required
education, knowledge, skills and abilities as indicated.

Minimum Qualifications:

Possession of a
baccalaureate degree in Business Administration, Public Administration, or related field and 3 year(s) of progressively responsible
professional experience with responsibilities for management support with familiarity in fiscal administration, procurement, budget, or
operation management; or equivalent education/training or experience. Demonstrated proficiency utilizing Microsoft (MS) Office, including
Word and Excel, and other commonly used software programs such as Adobe Acrobat. Demonstrated proficiency utilizing financial systems for
procurement, payments, and account management. Ability to research, analyze, collect data, and prepare written reports in a timely
manner.

Desirable Qualifications:

Experience in higher education administrative affairs. Experience preparing
budget projections and business plans. Experience with the Kuali Financial System. Experience with the Commercepoint e-Quotation system.
Fiscal or budgetary planning experience in an institution of higher education. Familiarity with University of Hawaii human resources
administrative policies and procedures. Experience with University or State agency facilities management or auxiliary services support.
Knowledge of University of Hawaii Administrative Procedures and Executive Policies. Experience planning and coordinating logistics, to
include event planning, communications, and project management. Experience drafting procurement solicitations and technical specifications
to include invitation for bids, request for proposals, and request for quotations. Experience preparing cost analysis to confirm cost
reasonableness of goods and services. Experience developing policies and/or procedures.

Pay Range:

PBB,
minimum $5,000/month

To Apply:

For a complete description, application instructions and to submit an
application, please visit https://www.schooljobs.com/careers/hawaiiedu and search for #96953 or Administrative Officer (Assistant to the
Vice Chancellor for Administrative Affairs). Please be sure to review the full job posting before applying. Failure to submit all required
documents shall deem an application to be incomplete. Incomplete applications will not be considered. Note: If you have not applied for a
position before using NEOGOV, you will need to create an account.

Inquiries: Lei Kapono, [email protected]

Please refer to position #96953 when making inquiries.

Closing Date: Continuous recruitment or until filled.
Review of applications will begin on or about July 12, 2023.