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Institutional Support, PBA
University of Hawaii at Hilo in Hilo, Hawaii
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Date Posted 11/12/2019
Admin-Secretary and Administrative Assistants
Employment Type Fulltime
Application Deadline Open until filled

Provides staff support in the performance of detailed and routine construction related project coordination, and administrative tasks for the UH Hilo Facilities Planning and Construction (OFPC). Supports OFPC in the performance of specific work assignments, to include assisting with project coordination requirements on energy savings reinvestment projects, and construction related projects that are minor phases of a broader project or assignment. Supports the Director of OFPC in the performance of assigned tasks, including but not limited to serving as project coordinator on repair and maintenance projects. Supports the Director of OFPC in serving as project coordinator for capital improvement construction projects consisting of assignments that are generally minor phases of a broader project or assignment. Assists with construction related work assignments during all phases of design and construction, includes small purchase procurement, design review comments, bid process, change order requests, contractor monthly payments, contract closeout requirements. Coordinates the flow of information from OFPC to the Auxiliary Services unit as needed to implement campus projects requiring collaboration between offices. Supports the Director with coordination of the flow of information, as needed during the design and construction phases of UH Hilo construction projects. Serves as Director''s liaison and source of support during the completion of special projects involving various UH Hilo Administrative Affairs units to ensure proper and timely coordination of meetings, and multiple active project work schedules. Provides the Director with written updates summarizing the status of pending issues, assignments, and/or projects. Assists with fiscal and procurement related tasks, to include small purchase procurement, travel, p-card, requisitions, and payment requests. Assists with tracking UH Hilo energy rebates, savings and reinvestment account, to include energy saving calculations from energy monitoring software program, utility bills, electronic equipment specifications and space utilization records. Assists with updating and maintaining the master meter log with current building gross square footage, energy rates, energy use/generation, and analyzing data to identify issues. Assists with providing energy use/generation calculations and cost savings information to the Director for quarterly Energy Reinvestment Project Accounting reporting. As needed, provides staff support to the Office of the Vice Chancellor for Administrative Affairs and direct reports, to include travel, requisitions, p-card, and small purchase procurement. Serves as Director''s liaison and source of support during the completion of special projects involving various UH Hilo Administrative Affairs units to ensure proper and timely coordination of meetings, and multiple active project work schedules. Other duties as assigned

Minimum Qualifications
Possession of a baccalaureate degree in business administration or related field and 1 year(s) of progressively responsible professional experience with responsibilities for construction related project coordination, or construction procurement and fiscal administration; or equivalent education/training or experience. Functional knowledge of principles, practices and techniques in construction project coordination demonstrated by knowledge, understanding and ability to apply concepts, terminology. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with construction project coordination. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of construction project coordination. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals. Demonstrated ability to operate a personal computer and apply word processing software. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Demonstrated proficiency in Microsoft Office Excel and Word software applications to draft reports for the Director, and create and maintain spreadsheets for fiscal related assignments of limited scope and complexity. Demonstrated ability to understand basic construction procurement documents of limited scope and complexity. Demonstrated ability to understand basic construction documents to include requests for information, submittals, change order proposals, and contractor payment requests. Demonstrated ability to understand the basic design development phases for construction projects.

Desirable Qualifications
Knowledge of the procurement policies and procedures of the University of Hawaiʻi, other institutions of higher education, or Hawaiʻi state or county government. Project coordination experience on public construction projects demonstrating knowledge of public sector construction related issues. Working knowledge of electronic storage and file sharing server systems.

Pay Range
PBA, minimum $3676/month

Applications (How to Apply)
For a complete description, application instructions and to submit an application, please visit NEOGOV and search for #78626 &/or Admin & Fiscal Support Sp. Please be sure to review the full job posting before applying. Failure to submit all required documents shall deem an application to be incomplete. Incomplete applications will not be considered. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries (General)
Jerry Watanabe; e-mail:

Please refer to position #78626 when making inquiries.

Application Deadline
November 20, 2019

Important Information
The official advertisement can be found at NEOGOV.

The University of Hawaiʻi is an equal opportunity/affirmative action institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.

Individuals with disabilities who need a reasonable accommodation for the application or hiring process are encouraged to contact the EEO/AA coordinator(s) for the respective campus.

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 Hawaiʻi may be viewed at the U.S. Department of Education’s Campus Safety and Security Data Analysis Cutting Tool, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10A of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

*Please mention to employers when applying for this job*
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