Administrative Assistant - JABSOM, Dean's Office en University of Hawaiʻi at Mānoa

POSITION SUMMARY

The Administrative Assistant provides direct administrative support to the UH JABSOM Dean’s office. 

ESSENTIAL JOB DUTIES AND FUNCTIONS

• Assists in distributing materials, arranging for refreshments and preparing for meetings.
• Maintains the Dean and Advisor to the Dean’s calendar and arranges meetings on her/his behalf. 
• Schedules travel arrangements by researching airline schedules, making hotel and car rental reservations, and preparing travel forms and requesting reimbursement/payments for travel expenses. 
• Coordinates projects and initiatives, including, but not limited to the following: 
  • Department-wide conferences, annual holiday events, receptions and events as requested. Including some of the following: fundraising activities and department retreats. 
• Attends meetings, takes minutes, and reports on actions.
• Composes routine correspondences.  Creates and edits word documents/reports in draft or final form.
• Performs various administrative and clerical duties related to the operation of the department
• Maintains strictest confidentiality. 
• Answers telephones, routes calls, takes messages and provides routine information to callers for the Department Chair. 
• Photo copy and collate materials. 
• Compile data and provide internet research as required for specific projects. 
• Understand, interpret and comply with all pertinent policies, procedures, laws, rules and regulations. 
• Provides back up in the absence of the Dean’s Executive Assistant.
• Complies with all legal requirements and company policies.
• Performs all other duties as assigned.

QUALIFICATION REQUIREMENTS

Education/Training

Minimum: 

• High School diploma or equivalent

Experience

Minimum: 

• 1 year of experience providing administrative support in a professional office setting.

Preferred: 

• 3-4 years experience working in an academic setting.
• Successful experience working as a team member with a multicultural staff and clientele. 

Skills/Knowledge

Minimum: 

• Knowledge of standard office procedures.
• Strong organization and planning skills.
• Knowledge of basic accounting principles.
• Working knowledge of word processing, spreadsheet and database software.
• Skilled in use of office equipment.
• Excellent English grammar and proofreading skills.
• Strong oral and written communication skills.
• Excellent customer service skills

Preferred: 

• Type 50 words per minute with a high degree of accuracy.
• Proficiency with Microsoft Word and Excel, as well as use of the internet and email applications.

BENEFITS

• Generous time off benefits 
• 100% employee health and dental coverage and vision  
• Flexible spending plan  
• Retirement plan with up to 3% dollar-for-dollar company matching contributions
• 100% company paid group Life/AD&D/LTD insurance  
• Employee assistance program (EAP)  
• Pet Insurance, Prepaid legal with competitive rates  

UHP is an EEO/AAP Employer.