ACADEMIC SUPPORT

Description

Duties and Responsibilities (*Denotes Essential Functions)

• Provides professional administrative support and serves as primary liaison and trusted advisor for the Director, to faculty & staff in the Hawaii Institute of Marine Biology (HIMB), University of Hawaii (UH) administrators, students, and external professional groups/institutions/agencies.
• Participates in the administration of HIMB, e.g., organizes management/senior staff meetings, participates in direction of daily operations, prepares and updates organizational charts, functional statements, reorganizations requests, etc.
• Researches, tracks and analyzes data regarding Institute contracts, agreements, resources and activities, and formulates reports for Director to review prior to submission to Institute and University leadership and administration. Collects data as needed to determine whether benchmarks have been met.
• Manages Director's philanthropic and scientific advisory committees, including handling Director's correspondence with the committee members, fielding questions, organizing meetings, ensuring follow up with committee members, and liaising with University of Hawaii Foundation staff.
• Works independently to implement new initiatives, creating necessary documentation and researching the steps necessary to accomplish improvements, for example, potential agreements with commercial and community organizations, art and science initiatives.
• Serves as point of contact for inquiries to the Director from faculty, staff and students at HIMB, University administrators, outside groups, and national organizations, and coordinates response to data requests from UH administrators.
• Works with the Departmental Personnel Committee and the Director on promotion and tenure dossiers and annual faculty contract renewals, and affiliate faculty applications and renewals. Assures that procedures for faculty evaluations and tenure reviews at HIMB are carried out according to policies of the Departmental Personnel Committee, the School and the University.
• Works with the Director to plan and implement Institute-wide initiatives such as a faculty retreat, donor events, and strategic planning.
• Tracks legislative activity relevant to HIMB such as, track bills, issues, and requests to the legislature relevant to HIMB, and keeps the Director updated.
• Serves as working supervisor to the visiting Research Corporation of the University of Hawaii (RCUH) research coordinator and liaison to the graduate student residents.
• Serves as the primary contact and the planner for HIMB receptions and meetings as indicated by the Director, including monthly faculty meetings, biweekly management/senior staff meetings, and biannual meetings of the HIMB Director’s Council.
• Oversees establishment, renewal and expenditure of University of Hawaii Foundation accounts on behalf of the Director and faculty.
• Supports procurement needs of the Director’s office via University of Hawaii Foundation or via RCUH.

• Considerable working knowledge of principles, practices and techniques in the field of project management, program administration, and/or supporting executives/administrators 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 for project management and/or program 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 and apply word processing software.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

• Familiarity with digital filing and social media communications.
• Knowledge of procurement procedures.
• Knowledge of Research Corporation of the University of Hawaii (RCUH) and University of Hawaii (UH) procurement procedures.
• Professional work experience in an academic/university environment.
• Knowledge of administrative practices of the University and/or other institutions of higher education.
• Knowledge of policies and procedures of higher education.
• Available for occasional flexible hours outside work hours.

EEO/AA, Clery Act, ADA