Honolulu, HI

2024-01963

08/28/2024

2024-01963

University of Hawai‘i, Kapi‘olani Community College, College, Office of the Vice Chancellor of StudentAffairs is seeking applications for the Administrative Support Specialist - Office of Student Life (Casual Hire). Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below: 

Important note: Applicants seeking short-term or part-time work with the University of Hawai'i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits as provided to regular BOR and Civil Service employees (i.e. paid holidays/leave). Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.

Working Title:  Administrative Support Specialist - Office of Student Life      

Position Number: Casual Hire

Hiring Unit: Office of the Vice Chancellor of Student Affairs

Location: Kapi‘olani Community College

Date Posted: August 28, 2024

Closing Date: September 4, 2024, 11:59 pm HST

Salary: $24.85 per hour 

Schedule: Up to 40 hours per week 

Temporary/Permanent: Temporary

Funding: Special

Continuation is dependent on satisfactory performance, program needs, and renewal of funds.

The Office of Student Life (OSL) provides a variety of services to both students and faculty/staff. OSL provides opportunities for students to get involved on campus, to become student leaders, and to engage with the campus community. OSL is a hub for student information and resources. Student assistants are expected to assist with inquiries and provide resources in a professional and personable manner. Student assistants are expected to be a student leader and role model on campus. This position would oversee the student assistants and handle any conflicts or issues that come up, they will maintain the OSL office space and all the spaces that this office oversees. They will ensure that students feel safe and comfortable in their workplace. This position must be able to do everything that the student assistants do.

Duties and Responsibilities:

• Coordinate the work of Office of Student Life (OSL) Student Assistants including but not limited to: assisting with work schedule, coordinating team meetings, developing & maintaining training records, handling challenging situations and attending to inquires, representing the office, keeping track of office supplies, inventory & work orders, and updating the OSL handbook/manual.

• Oversee the Kamokila Student Center, Game Center, ‘Iliahi 123ABC, Chartered Student Organization (CSO) lobby and offices (‘Iliahi 127,128,129), and all other related spaces.

• Selling discounted movie tickets, making Student IDs, providing UPASS activation, and issuing parking permits.

• Setting up and breaking down of tables and chairs during OSL activities and events.

• Planning & promoting events for students. Creating & distributing flyers for events.

• Answering phones/emails, checking voicemails, and managing room reservations.

• Managing the Lost and Found and facilitating the return of items.

• Managing, regulating and posting flyers on campus bulletin boards.

• Assisting students with intramural sports applications ensuring they are filled outproperly and verifying student eligibility.

• Assisting Registered Independent Organizations (RIOs) with registrations and renewals, orientations, and answering any inquiries that they may have.

• Coordinating with Chartered Student Organizations (CSOs): setting up/breaking down equipment at events or working together on projects/policies regarding the student body.

• Working in coordination and collaboration with other Student Affair and Kapiolani Community College programs.

• Understanding and implementing school policies and state and federal laws such as the Family Educational Rights Privacy Act (FERPA).

• Must be able to help with the setup and breakdown of student activities and events; lift up to 25 pounds independently; assist in moving tables, chairs, and furniture as needed; and should be able to staple and remove notices on bulletin boards up to 6' tall (do not need to be this tall).

• Other duties and tasks assigned by the Vice Chancellor of Student Affairs Office

• Possession of a baccalaureate degree in business administration, management, accounting, human resources, finance, public administration or related field and one (1) year(s) of progressively responsible professional experience with responsibilities for office operations, student support, and customer service; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

• 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, groups, team members and individuals.

• Demonstrated ability to operate a personal computer and apply word processing software such as Microsoft Word, Excel, Adobe Acrobat, 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

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the "To 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) of at 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 course-by-course 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 will NOT be 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 Kapi‘olani Community College and will not be returned.

• Please do not include any self-identifying 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.

Inquires: Kapiolani Community College Human Resources Department, kapcchr@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.  For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

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 Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

Accommodation Request:  The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA).  Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.  Determination of requests for reasonable accommodation will be made on a case-by-case basis.  For further information, please refer to the following link: 

www.hawaii.edu/offices/eeo/accommodation-request/ 

Kapi'olani Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, contact Section 504 Coordinator, (808) 734-9575, 4303 Diamond Head Road, 'Ilima 209, Honolulu, HI 96816; Title IX Coordinator, (808) 734-9542, 4303 Diamond Head Road, 'Iliahi 116