University of Hawaii
Administrative Officer
University of Hawaii, Honolulu, Hawaii, United States, 96814
Description
Title:
Administrative Officer
Position Number:
0079106
Hiring Unit:
SCH OF LAW, LAW DEANS OFF, LAW DEANS OFF
Location:
UH at Manoa
Band:
B
Salary:
salary schedules and placement information
Full Time/Part Time:
Full-time
Month:
11-month
Temporary/Permanent:
Permanent
PENDING POSITION CLEARANCE
Duties and Responsibilities
*As a Special Assistant reporting directly to the Dean of the William S. Richardson School of Law (WSRSL), maintain close contact with the Dean and serve as a member of the law school's senior staff.
*Assist the Dean in the administration and leadership of William S. Richardson School of Law (WSRSL). Serve as a sounding board, advise the Dean on sensitive matters, and ensure the Dean has all the information required to make informed decisions.
*Assist and advise in the development, evaluation, and implementation of the Dean's goals and objectives.
Partner with the Dean's leadership team to actively drive WSRSL's strategic goals and objectives. Support the execution of WSRSL's strategic plan.
*Work with the Dean, Associate Dean, and others to devise leadership team agendas and materials. Attend meetings with the Dean as appropriate, taking detailed notes and ensuring follow-up items are completed.
*Responsible for the Dean's calendar and travel schedule to ensure efficient use of the Dean's time, alignment with strategic priorities, and effective engagement with key constituents. Produce agendas and prepare detailed briefing materials in advance of appointments, special events, and travel.
*Work closely with the Dean on the creation of reports, presentations, and executive summaries. Ensure remarks are prepared and reviewed in advance of special events with input from event organizers.
*Draft pertinent documents including appointment memos, response to internal/external inquiries, legislative requests, etc.
*Guarantee the Dean's correspondence, particularly email messages, are effectively managed. Prepare draft messages for the Dean's review, including appointment memos, response to internal/external inquiries, legislative requests, etc. Where appropriate, respond to correspondence on behalf of the Dean. Maintain an effective filing system.
*Evaluate all documents prepared by others for the Dean's approval to ensure accuracy and timeliness. Review the appropriateness and justification of action memos, and edits/revises as necessary/appropriate. Serve as a liaison between the Dean, faculty, staff, students, alumni, UH central administration, other schools, and internal and external constituencies.
*Provide professional administrative, fiscal, and personnel support, assistance, and coordination for the Dean's Office, including extensive contact with individuals such as senior management (Provost and Vice-Provost offices), Associate Deans & Directors of Master of Laws (LLM), Part-time J.D., Law Library, External Affairs, Development, & Special Programs, faculty, staff, & colleagues from institutions, agencies, & national/ international organizations within & beyond the legal profession.
*Manage office operations, developing, monitoring, and reconciling the office budget and expenditures and identifying and resolving any discrepancies.
*Manage reception and main phone line coverage, supervising assigned student assistants, establishing and determining office procedures, scheduling appointments, greeting and screening visitors. Responsible for recruitment, hiring, and onboarding of student workers. Provide coaching, feedback, and professional development opportunities for students, as appropriate.
*In collaboration with key WSRSL stakeholders, coordinate the collection, analyses, compilation, and submission of data for reporting and accreditation purposes.
*Provide institutional research support for the Dean and leadership team. Regularly interface with the WSRSL constituencies to ensure processes, systems, and communications are successfully aligned.
*Ensure stakeholders, particularly accreditors, receive required reports and updates. Identify and document key processes, procedures, and policies.
Other duties as assigned.
Denotes Essential Functions
Minimum Qualifications
Possession of a baccalaureate degree in business administration, political science, journalism or related field and 3 year(s) of progressively responsible professional experience with responsibilities for executive office administration 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.
Considerable working knowledge of principles, practices and techniques in the area of executive office administration and/or business 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 executive office administration and/or business 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, apply word processing software, as well as the Microsoft Office, including Outlook, Word, PowerPoint, and Excel, to develop briefings, presentations, and reports. Strong technical and computer skills, with a desire to learn.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Desirable Qualifications
Knowledge of University of Hawai`i policies and procedures.
Jurist Doctor (J.D.) degree from an ABA accredited law school.
5-8 years of relevant experience preferably in a higher education, legal, or non-profit setting.
Experience with enterprise application system and statistical skills preferred.
Supplemental Minimum Qualifications
Experience in a leadership role in a higher education, legal, or non-profit setting.
Experience working with students, faculty, and administrators in higher education.
Outstanding written, verbal, and interpersonal skills.
Demonstrated ability to work collaboratively, and build and support teams.
Exceptional analytical capacities and organizational skills and the ability to work under minimal supervision.
Ability to provide high levels of professionalism and exercise discernment, discretion, tact and diplomacy while interacting with university staff, executives and external and internal stakeholders on sensitive and confidential matters.
Ability to work effectively and efficiently under pressure.
Experience setting and implementing strategic plans and goals.
Demonstrated ability to prioritize, initiate, plan, design, and execute multiple complex projects simultaneously in a dynamic setting with exceptional attention to detail.
Demonstrated skills in supporting and coordinating the creation of speeches, talking points, presentations, and other similar materials.
Demonstrated ability to work collaboratively, tactfully, and diplomatically with internal and external constituencies.
Awareness of shared governance and appreciation for academic culture and decision-making, as well as familiarity and understanding of the legal profession, bar and bench.
To Apply:
Click on the “Apply” button on the top right corner of the screen to complete an application and attach each required document. A complete application must include:
Cover letter explaining how each minimum and desirable qualification is met
Resume
The names and addresses, email addresses and telephone numbers of three [3] current professional references
Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment)
PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: Pauline Fagan, pfagan9@hawaii.edu
EEO/AA, Clery Act, ADA
The University of Hawai'i 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.
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Title:
Administrative Officer
Position Number:
0079106
Hiring Unit:
SCH OF LAW, LAW DEANS OFF, LAW DEANS OFF
Location:
UH at Manoa
Band:
B
Salary:
salary schedules and placement information
Full Time/Part Time:
Full-time
Month:
11-month
Temporary/Permanent:
Permanent
PENDING POSITION CLEARANCE
Duties and Responsibilities
*As a Special Assistant reporting directly to the Dean of the William S. Richardson School of Law (WSRSL), maintain close contact with the Dean and serve as a member of the law school's senior staff.
*Assist the Dean in the administration and leadership of William S. Richardson School of Law (WSRSL). Serve as a sounding board, advise the Dean on sensitive matters, and ensure the Dean has all the information required to make informed decisions.
*Assist and advise in the development, evaluation, and implementation of the Dean's goals and objectives.
Partner with the Dean's leadership team to actively drive WSRSL's strategic goals and objectives. Support the execution of WSRSL's strategic plan.
*Work with the Dean, Associate Dean, and others to devise leadership team agendas and materials. Attend meetings with the Dean as appropriate, taking detailed notes and ensuring follow-up items are completed.
*Responsible for the Dean's calendar and travel schedule to ensure efficient use of the Dean's time, alignment with strategic priorities, and effective engagement with key constituents. Produce agendas and prepare detailed briefing materials in advance of appointments, special events, and travel.
*Work closely with the Dean on the creation of reports, presentations, and executive summaries. Ensure remarks are prepared and reviewed in advance of special events with input from event organizers.
*Draft pertinent documents including appointment memos, response to internal/external inquiries, legislative requests, etc.
*Guarantee the Dean's correspondence, particularly email messages, are effectively managed. Prepare draft messages for the Dean's review, including appointment memos, response to internal/external inquiries, legislative requests, etc. Where appropriate, respond to correspondence on behalf of the Dean. Maintain an effective filing system.
*Evaluate all documents prepared by others for the Dean's approval to ensure accuracy and timeliness. Review the appropriateness and justification of action memos, and edits/revises as necessary/appropriate. Serve as a liaison between the Dean, faculty, staff, students, alumni, UH central administration, other schools, and internal and external constituencies.
*Provide professional administrative, fiscal, and personnel support, assistance, and coordination for the Dean's Office, including extensive contact with individuals such as senior management (Provost and Vice-Provost offices), Associate Deans & Directors of Master of Laws (LLM), Part-time J.D., Law Library, External Affairs, Development, & Special Programs, faculty, staff, & colleagues from institutions, agencies, & national/ international organizations within & beyond the legal profession.
*Manage office operations, developing, monitoring, and reconciling the office budget and expenditures and identifying and resolving any discrepancies.
*Manage reception and main phone line coverage, supervising assigned student assistants, establishing and determining office procedures, scheduling appointments, greeting and screening visitors. Responsible for recruitment, hiring, and onboarding of student workers. Provide coaching, feedback, and professional development opportunities for students, as appropriate.
*In collaboration with key WSRSL stakeholders, coordinate the collection, analyses, compilation, and submission of data for reporting and accreditation purposes.
*Provide institutional research support for the Dean and leadership team. Regularly interface with the WSRSL constituencies to ensure processes, systems, and communications are successfully aligned.
*Ensure stakeholders, particularly accreditors, receive required reports and updates. Identify and document key processes, procedures, and policies.
Other duties as assigned.
Denotes Essential Functions
Minimum Qualifications
Possession of a baccalaureate degree in business administration, political science, journalism or related field and 3 year(s) of progressively responsible professional experience with responsibilities for executive office administration 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.
Considerable working knowledge of principles, practices and techniques in the area of executive office administration and/or business 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 executive office administration and/or business 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, apply word processing software, as well as the Microsoft Office, including Outlook, Word, PowerPoint, and Excel, to develop briefings, presentations, and reports. Strong technical and computer skills, with a desire to learn.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Desirable Qualifications
Knowledge of University of Hawai`i policies and procedures.
Jurist Doctor (J.D.) degree from an ABA accredited law school.
5-8 years of relevant experience preferably in a higher education, legal, or non-profit setting.
Experience with enterprise application system and statistical skills preferred.
Supplemental Minimum Qualifications
Experience in a leadership role in a higher education, legal, or non-profit setting.
Experience working with students, faculty, and administrators in higher education.
Outstanding written, verbal, and interpersonal skills.
Demonstrated ability to work collaboratively, and build and support teams.
Exceptional analytical capacities and organizational skills and the ability to work under minimal supervision.
Ability to provide high levels of professionalism and exercise discernment, discretion, tact and diplomacy while interacting with university staff, executives and external and internal stakeholders on sensitive and confidential matters.
Ability to work effectively and efficiently under pressure.
Experience setting and implementing strategic plans and goals.
Demonstrated ability to prioritize, initiate, plan, design, and execute multiple complex projects simultaneously in a dynamic setting with exceptional attention to detail.
Demonstrated skills in supporting and coordinating the creation of speeches, talking points, presentations, and other similar materials.
Demonstrated ability to work collaboratively, tactfully, and diplomatically with internal and external constituencies.
Awareness of shared governance and appreciation for academic culture and decision-making, as well as familiarity and understanding of the legal profession, bar and bench.
To Apply:
Click on the “Apply” button on the top right corner of the screen to complete an application and attach each required document. A complete application must include:
Cover letter explaining how each minimum and desirable qualification is met
Resume
The names and addresses, email addresses and telephone numbers of three [3] current professional references
Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment)
PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: Pauline Fagan, pfagan9@hawaii.edu
EEO/AA, Clery Act, ADA
The University of Hawai'i 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.
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