Institutional Support Administrative Officer

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Institutional Support (Administrative Officer)

Duties: Provides professional administrative, fiscal, personnel support, technical assistance, and project coordination for the Offices of the Associate Dean for Academic Affairs and the Associate Dean for Student Services. Supports Associate Deans in managing and coordinating personnel and projects in academic affairs and student services, such as, cont. Faculty Support Office, Directors of LLM/International, Summer School, Evening Part Time Division, Professional Development, Registrar, Financial Aid, Web Master, Special Projects, and Front Desk. Manages for Associate Deans projects and tasks such as facilities, course planning, student-related issues, events, security/emergency planning, and special projects and programs. Creates action plans with Associate Deans and manages project activities to monitor, support, and facilitate academic/student programs. Coordinates Associate Deans’ office operations, procedures, and projects with the Dean’s office, including administrative assistant to the Dean, Events/Community Relations, Admissions Office, and Development Officer. Coordinates and maintains Associate Deans’ contacts, list-servs, databases, and directories regarding Law School faculty and staff, as well as with colleagues from other UH/Manoa units, institutions, agencies, and national/international organizations within and beyond the legal profession. Independently creates and drafts substantive letters, reports, databases, web product, calendars, and documents for the Associate Deans. Manages Associate Deans’ office operations including coordinating hiring and supervision of student assistants, establishing and determining office procedures, cont'd scheduling appointments, greeting and screening visitors in collaboration with Dean’s administrative assistant, Front Desk, and Faculty Support Office. Supports the Associate Deans as project leader of special projects (e.g. special visitors, building projects, special events, etc.) and of efforts necessary to meet the objectives of the Law School. In support of Associate Deans, independently and positively addresses inquiries, concerns, and issues raised by individuals within the Law School community, cont'd alumni, and the general public and provides recommendations for appropriate actions and responses. Researches, analyzes, and prepares briefing and background materials for Associate Deans; assists with research and gathering of accreditation, statistical, cont'd and programmatic information and acts as a resource for inquiries and requests on behalf of Associate Deans. Conducts literature and web searches and determines relevancy of information and summarizes in reports for review by Associate Deans to identify best practices in academic and student service programs. Demonstrates the highest standards of customer service to faculty, staff, students, and community, and responds positively and appropriately to inquires and complaints demonstrating high-level problem-solving and collaborative communication skills. Maintains strict confidentiality and a high level of tact and diplomacy in discussing issues and concerns regarding Associate Deans’ direction, operations, plans, and activities. Proactively identifies priorities and problem areas, makes recommendations to address areas of concern, and maintains responsibility for resolving identified problems. Assists with the review, analysis, monitoring, and preparation of administrative, financial, and personnel-related documents to ensure the appropriateness and propriety of personnel, budget, and expenditures under the Associate Deans’ authority, including travel requests, requests for additional funding, protocol spending, etc. Creates, applies, or modifies institutionally sustainable systems and techniques and analyzes outcomes in administrative and academic personnel processes, including support for faculty affairs, support for scholarly and research endeavors, appointments/recruitment, tenure and promotion applications, contract renewal, and student matters, including academic regulations and policies. Manages Associate Deans’ planning, meeting, and event calendars for academic affairs and student services, and keeps abreast of deadlines and changes in institutional policies, reports, and deadlines for these and related campus matters. Assists Associate Deans with scholarship, teaching, community service, and professional organization responsibilities.

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