Duties and Responsibilities
Provide staff support for academic affairs-related events and activities, including commencement, program review, Leadership Matters, WASC accreditation and other academic projects.
Assist with the development, planning, coordination and management of projects and activities related to commencement and other academic events and projects.
Coordinate logistics for academic events and programs with a variety of campus departments and external organizations and agencies to ensure timely and proper execution of tasks (cont below)
(cont from above)(e.g. catering, security, parking, grounds/building management, state government, private vendors of goods and services)
Coordinate, prioritize & perform complex support services for academic affairs, having extensive contact with individuals such as UH System & campus senior management, faculty, staff, students, & colleagues from institutions, agencies & communities.
Assist in ensuring program and project goals and objectives are met.
Assist in the oversight of program and project budget and ensure expenditures comply with appropriate policies and procedures. Ensure that the budget is expended efficiently and effectively.
Assist in the design, preparation and editing of various print publications and other media formats, including detailed scripts, reports, printed programs, invitations and event schedules and support documents for participants
Prepare correspondence and other written material for supervisor or other administrators, including invitations, memoranda, letters, etc.; ensure content reflects program and project goals and objectives
Assist in the pre-event, at-event, post-event, and follow-up for a variety of academic events and activities, including commencement, program review, WASC accreditation, Leadership Matters, etc. (cont below)
(cont from above) which involve addressing anticipated/unanticipated problems and issues, and assisting in making suggestions and/or recommendations as necessary.
Provide staff support to appropriate committees
Work assignments may include evening and weekend hours to ensure operational needs are met.
Other duties as assigned
Possession of a baccalaureate degree in Business Administration, Education, Liberal Studies, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for academic, non-profit, business or related events and projects; or equivalent education/training or experience.
Functional knowledge of principles, practices and techniques in events and projects 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 events and projects.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the events and projects.
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, groups, team members and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Ability to work outside the normal business hours, including evenings, weekends, and holidays
Experience planning and coordinating events, or working with a team in coordination of events;
Demonstrated ability to work under pressure, with frequent interruptions and to handle several concurrent projects with competing deadlines in an open and public environment
Demonstrated ability to manage work priorities and projects. Excellent organizational skills
Ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in academic events.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports, presentations, brochures, programs and other materials.
Experience working in a higher education environment
Experience with developing print materials such as programs, invitations, conference or workshop binders, and reports
Knowledge of UHM policies and procedures regarding academic affairs
Knowledge of Western Association of Schools and Colleges (WASC) accreditation standards and procedures
Familiarity and experience with University data management systems
Functional knowledge of Federal Education Rights and Privacy Act (FERPA)-related policies, principles and practices;
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations related to accommodating individuals with disabilities
Computer skills: Advanced word processing (Word), spread sheeting for preparation of budgets and data (Excel).
The University of Hawaii at Manoa serves approximately 20,000 students pursuing 225 different degrees. Coming from every Hawaiian island,...