Admin Assistant to the Dean of Humanities Arts & Design bei Chaminade University of Honolulu

CHAMINADE UNIVERSITY OF HONOLULU

MISSION STATEMENT

Chaminade University offers its students an education in a collaborative learning environment that prepares them for life, service and successful careers. Guided by its Catholic, Marianist and liberal arts educational traditions, Chaminade encourages the development of moral character, personal competencies, and a commitment to build a just and peaceful society. The University offers both the civic and church communities of the Pacific region its academic and intellectual resources in the pursuit of common aims.

I.    Position Information

Title:  Administrative Assistant to the Dean of Humanities, Arts and Design

Division: School of Humanities, Arts and Design

Full Time, Non-Exempt

II.    Position Summary

The administrative assistant to the Dean of Humanities provides administrative management and support to the Dean of the School of Humanities, Arts, and Design that includes the Diaconate Formation Program and the Masters in Pastoral Theology. This position is responsible for the day-to-day administrative management of the office and supports the Dean by maintaining the Dean’s calendar and appointments. The Administrative Assistant to the Dean collaborates with central offices in the University to ensure that various processes can be efficiently integrated into the University as a whole using student and course data management systems such as Colleague, Course Dog, Stellic and other software platforms.

Based within the School of Humanities, Arts and Design, this position is responsible for academic support for the graduate programs in pastoral theology, which includes course schedule and registration for deacons and other graduate students, as well as monitoring individual student progress and graduation clearance. The Administrative Assistant to the Dean is responsible for general supervision of student workers, and providing support for faculty instructional needs and the budgeting process. The Administrative Assistant to the Dean provides assistance and support to the Dean and Faculty with program and school-level assessment processes.

III.    Reporting Relationships 

This position reports to the Dean of the School of Humanities, Arts and Design

IV.    Duties and Responsibilities:

1.    Support to the Dean (80% of work time) 

• • Responsible for assisting the Dean in staffing DUG, Flex, and Graduate programs, coordinating with appropriate disciplines, and serving as the school and department contact for adjunct instructors.
  • Responsible for assisting the Dean in creating the School of Humanities day undergraduate course schedule and staffing processes.
  • Manages schedule of and information flow to the Dean including email and telephone messaging. 
  • Manages the student advising files for the Dean.
  • Manages initial employment paperwork for Humanities Full-time and Adjunct instructors and student workers.  
  • Responsible for preparing summary spreadsheets of faculty student evaluation data; prepares relevant charts and tables for use in the faculty GDP process and prepares final copies of the GDP reports from the Provost, School of Humanities, and the individual faculty member. 
  • Other duties assigned by the Dean.

2.    Masters of Pastoral Theology & Diaconate Program (10% of work time)

• • Process Diaconate Formation Applications
  • Work with Records to get schedule posted
  • Draft Student Fee list to send to Business Office
  • Maintain student files
  • General advising including:
    • Assignment of courses
    • Registration
    • Tracking student progress
    • Graduation clearance process
  • Point of contact between Dioceses Diaconate Formation Director and Chaminade personnel

3.    Support to the Faculty and Students (10% of work time)

• • Supervises general office routines, stocking of office supplies, and the creation of a welcoming environment in the office.
  • Supervises the process for obtaining desk copies and ordering course texts as needed.  
  • Supervises the preparation of brochures, flyers, and other PR materials as required by School of Humanities programs. 

V.     Disclaimer:

This list of responsibilities is not exhaustive.  The percentages regarding the essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-need basis and/or in the sole discretion of supervisory management.

VI.    Education and Experience

Minimum: 

• • Bachelor’s degree required 
  • Two years’ experience in an office setting required
  • Experience in higher education setting and/or experience working with students and faculty

Preferred:

• Master’s degree preferred

VII.    Required Knowledge, Skills & Abilities 

• • Knowledge of general office activities, policies, practices, procedures, and terminology appropriate to academia and the School of Humanities, Arts, and Design; 
  • Must be able to follow oral and written instructions, and be familiar with policies and procedures in order to prepare a variety of records, reports, and correspondence using appropriate software formats as directed; 
  • Must be able to prioritize, relate to the public, exercise initiative, good judgment, confidentiality and tact;
  • Must be able to anticipate the Dean’s needs, and exercise good judgment based upon those needs;
  • Must be able to establish and maintain effective working relationships with others, be skilled in customer service, and demonstrate effective communication and professionalism; 
  • Must have excellent customer service and communication skills that provide a courteous and business-like professional atmosphere as a representative of Chaminade University and the School of Humanities, Arts, and Design; 
  • Must be able to adapt actions to events that may require extreme levels of patience and exemplary team support skills; 
  • Must be willing to learn;
  • Must be able to work effectively with diverse groups of students, faculty, and staff;  
  • Must be able to communicate well verbally and in writing, especially in email correspondence; able to perform duties with a minimum of direct supervision.
  • Technical Skills: Must be proficient in use of Microsoft Office programs such as Excel and Google applications such as Files, Folders, Sheets, etc; ability to use printer and copy machines, fax machine, telephone.  
  • Desired Knowledge: Knowledge of university and college academic practice, organizational skills, and strategic planning.

VIII.    Physical Requirements

Duties involve light work in an office and community setting and requires a minimum of physical effort with intermittent sitting, standing, climbing stairs, and walking inclines. Must be able to lift 20 pounds, walk the campus with ease, and have excellent motor skills.  Must have finger dexterity. Must be able to communicate information and ideas so that others will understand.

IX.    Other Requirements: 

• • This is a full time, non-exempt position. Forty hours per week (M-F) will be the general rule. However, depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be occasionally required.  Must be willing and able to work occasional nights and weekends and have a varying schedule when required
  • Driving to and from the Chaminade campus and off campus sites may be required.
  • Performs such similar, comparable or related duties as may be assigned or required
  • Observes all safety and health regulations and works in accordance with safe work procedures and policies of the University. Reports unsafe acts/conditions and injuries in a timely and proper manner
  • The employee is expected to adhere to all University policies while employed. The policies can be found at https://chaminade.edu/compliance/resources/ or on the employee Share Portal.

X.    Marianist Identity/Native Hawaiian & Pacific Island Serving: 

An expressed willingness to respect and support the Catholic and Marianist identity of Chaminade University of Honolulu and to perform all duties in a manner consistent with Marianist educational values and mission of the University.  Understanding of and respect for the University’s designation as an institution that serves students of Native Hawaiian and Pacific Island ancestry.