Administrative and Fiscal Support Specialist - Chancellors Office

Introduction

The major functions of the Office of the Chancellor for Kapiolani Community College are the overall administration and management of the Colleges instructional student services institutional support academic support and continuing education and training programs and vocational training programs.

The primary purpose of this position is to serve as the confidential support staff to the Chancellor for Kapiolani Community College who is equivalent to a deputy director in other state agencies/departments. The Chancellor deals directly and regularly with the University Board of Regents and the President other senior University executives legislators seniorlevel officials of federal and state agencies mainland institutions executives of large corporations news media and public relations firms etc. Building a collaborative relationship with the Colleges Business Office Human Resources Department Grants Office Departments support staff Department Chairs/Supervisors Deans and Vice Chancellor 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 Chancellor in the performance of administrative duties.

Duties And Responsibilities

(NOTE: ** denotes Essential Functions)

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

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

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

4. Assists with the preparation of a variety of reports.

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

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

7. Keeps abreast of current University policies procedures regulations directives and State and Federal statutory requirements i.e. Hawaii Revised Statutes Hawaii Administrative Rules and Federal Acquisition Regulations.

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

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

10. **Monitors the Chancellors Offices budget by tracking expenses in the Universitys Kuali Financial system Research Corporation of the University of Hawaii (RCUH) financial system and SAP Concur.

11. Ensures that expenses are aligned in the program budget and comply with University policies and procedures. Makes recommendations to the chancellor as necessary.

12. **Work collaboratively with the Colleges business office and grants office.

1. **Manages the contract renewal (CR) and Tenure & Promotion (T&P) process for all faculty members on campus including but not limited to drafting memos managing the UH Online Tenure & Promotion System assisting faculty members with questions etc.

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

3. **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.

4. **Coordinates manages and directs flow of recruitment and personnel paperwork within the units.

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

6. **Works collaboratively with the Colleges office of human resources.

1. **Manages and implements projects assigned by the Chancellor.

2. **Works collaboratively with the Office for Institutional Effectiveness to gather data as directed by the Chancellor

1. **Assists in managing the Chancellors calendar coordinating meetings and ensuring efficient scheduling.

2. Acts as liaison in matters between the supervisor and staff and other personnel within the University System.

3. Composes and/or drafts correspondence to members of the public BOR officials President Senior Vice Presidents Chancellors Vice Presidents UH Executive and Managerial personnel other states officials Legislators executives of large corporations officials of higher educational institutions and reviews for proper format grammar punctuation spelling and University policies and procedures.

4. **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.

5. 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 (local national and international) groups team members and individuals.

• Demonstrated ability to operate a personal computer and apply word processing softwaresuch as Microsoft Word Excel Adobe Acrobat digital visualization software (e.g. Adobe Illustrator or similar) communication platforms (e.g. Google Suite) Form creation platforms (e.g. Kauli Build) 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

• Evidence of commitment to Kapiolani Community Colleges vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social economic and sustainable advancement of Hawaii and the world.

INCOMPLETE APPLICATIONS WILLNOTBE CONSIDERED(Read theTo 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) ofat 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 coursebycourse 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 willNOTbe 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 Kapiolani Community College and will not be returned.

• Please do not include any selfidentifying 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.

Inquiries:Kapiolani Community College Human Resources Department