Hybrid (Casual Hire) Institutional Support (CTE Dean Office) at University of Hawaii, HI

About the Department

**** Applicants seeking short-term or part-time work with the University of Hawai’i may apply for Casual Hire appointments, 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 provided to regular Board of Regents or Civil Service employees. Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.

Title:                                        (Casual Hire) Institutional Support (CTE Dean Office)

Position Number:                   ***** Casual Hire

Hiring Unit:                             Hawaii Community College

Location:                                 Hilo

Date Posted:                           August 8, 2025

Closing Date:                          September 4, 2025

Salary:                                      $25.72/hour

Full Time/Part Time:                Full Time

Temporary/Permanent:           Temporary

Duties and Responsibilities:

1. Manages special programs and initiatives identified by the dean. Serve as the point of contact for the dean’s office.
2. Tracks and creates reports around enrollment, retention, persistence, and academic success of courses, certificates, and degrees.
3. Assists with monitoring Hawaii CC CTE websites and working with the webmaster to keep websites updated.
4. Coordinates management of course scheduling, academic workload equivalencies, classroom assignments, calendars, and assessment tasks.
5. Assists with organizing and convening advisory committee meetings. Coordinates the electronic recordkeeping of advisory committee meeting minutes and CTE course syllabi.
6. Uses STAR and Banner to pull data for reports as well as access student records.
7. Monitor faculty and staff recruitment including advertising, search committees and documentation.
8. Create and maintain forms in Kuali Build to collect information and run reports needed for program effectiveness and efficiency.
9. Assist with internal/external communications, such as memos, letters, electronic newsletters and social media postings.
10. Assist divisions with the coordination of internal and external events.
11. Provide technical support to administration, faculty, and staff in utilizing college systems and spreadsheets in support of management processes.
12. Facilitate meetings by scheduling, planning, attending and taking meeting minutes/records for dissemination.
13. Maintain listserv members and review requests for approval.
14. Creates and manages requisitions and purchase orders.
15. Purchase supplies and equipment. Reconciles purchasing card reports in the SAP Concur system.
16. Assist with the management of internal accounting and fiscal records for general funds, special funds, external funds and UH Foundation funds.
17. Advises and assists on procurement policies, and procedures while ensuring compliance with state administrative and contractual requirements.
18. Assists with travel arrangements; prepares travel requests, travel completion reports, and other accompanying forms.
19. Prepares and submits requisitions and requests for quotations; contacts vendors and obtains quotes, following applicable laws, policies, procedures, rules, and regulations.
20. Other duties as assigned.

Minimum Qualifications:

1. Possession of a bachelor’s degree and one (1) year of progressively responsible professional experience with responsibilities for office or project management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills, and abilities as indicated.
2. Functional knowledge of principles, practices, and techniques in the area of educational programs as demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3. Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in administrative support of an instructional (teaching) unit, fiscal and budget management field.
4. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
5. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
6. Demonstrated ability to effectively manage and organize electronic files, and use advanced features in word processing, spreadsheets, and presentation software.
7. Demonstrated ability to plan, organize, direct, and improve the administrative business of an active office.
8. Ability to manage multiple purchases from onset to completion.
9. Evidence of being highly organized, able to work under pressure with frequent interruptions, and remain flexible in multi-tasking several concurrent assignments with competing deadlines.

Desirable Qualifications:

1. Experience working at a community college.
2. Experience using advanced features of Microsoft Office Excel, Word, and PowerPoint and Google Workspace applications.
3. Functional knowledge of University of Hawaii processes and systems, for example, Banner, STAR, Kuali Financial System (KFS) and eTravel.
4. Understanding of FERPA requirements and appropriate handling of personally identifiable information.
5. Ability to manage budgets from multiple sources of funding (e.g., general funds, grants, UH Foundation).

Application Submission: Click on the "Apply" button to complete an application and attach the following required documents.

1. A Copy of your academic transcript(s) appropriate to the position are required to be attached in order to verify all courses completed and/or degree conferred (unofficial transcripts are acceptable; copies of diplomas will NOT be accepted).  Official transcripts are 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 will be required before date of hire. Expense of the evaluation shall be borne by the applicant.
2. Statement outlining how you meet minimum (and desirable, if applicable) qualification.
3. Names and contact information of three (3) references familiar with your job performance.
4. Resume.

Letters of recommendation are welcome. Applications lacking copies of academic transcript(s) will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date. The application will be considered incomplete if material is unreadable. Incomplete applications will not be considered. If multiple applications are submitted, only the last application received will be considered.

Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries: 808-934-2525

Position Duties

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status.  For more information, visit:  https://www.hawaii.edu/offices/eeo/policies/

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 a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/