Administrative Assistant

1 week ago

Hilo, United States Brigham Young University-Hawaii Full time
JOB MISSION: The primary purpose of administrative assistant is to provide a broad spectrum of clerical and office services to the Faculty Unit of Culture, Language, & Performing Arts (CLAPA).

Job Summary

Assists and relieves officials of clerical work and administrative and business details, including basic correspondence scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers for the Faculty Unit of Culture, Language, & Performing Arts (CLAPA).

Primary Responsibilities
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Maintain scheduling and event calendars.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Work with faculty and staff on posting student positions for CLAPA areas.
  • Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
  • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
  • Order and dispense supplies.
  • Perform other duties as assigned.
MAJOR ACCOUNTABILITIES:

Update, maintain and reconcile department financial budget and records. Task includes the following: a) reconcile program monthly statement of operations; b) process purchase orders, supplier invoice requests, deposits; c) credit card purchasing and reconciliation; d) process reimbursements, books orders and supplies; d) help the dean oversee budgetary transactions and processes.

Assist Dean with various requests. Tasks include:

a) execute end of semester teaching evaluation;

b) maintain department inventory (computers, printers, external peripherals);

c) hire and terminate students, manage Workday;

d) advertise for departments faculty and lecturers with Human Resources;

e) assist faculty with travel;

f) manage department website;

g) assist with course scheduling and department calendar, bulletin, and newsletter.

Assist as PAIS Journal Circulations Manager, Internship Coordinator, as well as Banquet Coordinator for CLAPA.

KNOWLEDGE, SKILLS AND EXPERIENCE:

• Education and Work Experience Minimum high school diploma, supplemented with at least two years of secretarial experience.

• Skill Set: Knowledge of University policies and procedures helpful. Must have knowledge of accounting and budgeting principles and methods. Knowledge of Workday, PeopleSoft database, as well as Microsoft Office Suite preferred. Must have good people, verbal, written and organizational skills. Must be detail-oriented and have the ability to supervise others. Must have the ability to transcribe data, compose and edit a variety of memoranda or letters. Must be able to maintain confidentiality.

Benefits
  • 401(k) matching
  • Tuition benefits for employee and qualified dependents
  • Medical and Dental
  • Short-and Long-term disability benefits
  • Paid parental and maternity leave


Physical Demands

Air conditioned office environment with minimal physical effort required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

As an educational institution affiliated with The Church of Jesus Christ of Latter-day Saints, BYU-Hawaii prefers to hire qualified members of the Church in good standing, as authorized under 41 C.F.R. § 60-1.5 (a)(6). To be eligible for employment, applicants who are members of the Church must hold and be worthy to hold a current temple recommend and receive a clearance from the Church's Ecclesiastical Clearance Office. Job applicants must be able to meet these conditions to advance through the hiring process successfully. An expired temple recommend will prevent consideration for hire.

Approximate starting hourly rate:
20.00 - 22.00

The wage offered could be above or below range based on education and experience as it relates to the job description.

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