Job Details

CHAMINADE UNIVERSITY OF HONOLULU

MISSION STATEMENT

Chaminade University offers its students an education in a collaborative learning environment that prepares them for life, service and successful careers. Guided by its Catholic, Marianist and liberal arts educational traditions, Chaminade encourages the development of moral character, personal competencies, and a commitment to build a just and peaceful society. The University offers both the civic and church communities of the Pacific region its academic and intellectual resources in the pursuit of common aims.

1. Position Information

Title: Program Manager Assistant

Department: School of Nursing and Health Professions

Non-Exempt

Full Time

1. Position Summary

The Program Manager Assistant, School of Nursing & Health Professions, supports the work of the Deans and serves as the administrative operations assistant for the School of Nursing and Health Professions. This position provides support in the areas of business operations, accreditation and regulation processes and reports, technology, data management and analysis, resource and budget management, travel, events, staff and student worker supervision, and internal/external relationships and partnerships. This is an on-campus, non-remote position.

1. Reports to:

Direct Report to: Dean of the School of Nursing and Health Professions

1. Essential Duties and Responsibilities

Support of the Office of the Deans

• Supports the work of the Deans including activities, events, travel, meetings, calendar, correspondence, and communications.
• Supports the Office of the Deans of the School of Nursing and Health Professions to ensure that it operates effectively and efficiently.
• Collaborates to assist with reports for internal and external utilization and publication.
• Maintains confidentiality of both student and faculty records.
• Supports the development, implementation, and evaluation of academic programs and other offerings, including certificate and continuing education programs.
• Supports and documents the development and implementation of academic policies, procedures, projects, and work aids.
• Supports the development and tracking of program budgets and expenditures, including capital expenditures.
• Supports recruitment of faculty in new and existing programs.
• Assists the Program Manager/Clinical Facilities Coordinator in the School of Nursing and Health Professions with meetings related to Academic Practice Partnerships.

Technology and Data Management and Analysis

• Manages data collection, analysis, storage, and retrieval in an effective manner.
• Assists in preparing accreditation, regulatory, certification, Board of Nursing, and other necessary reports in a timely manner.
• Assists with the creation of brochures, flyers, and programs for various activities scheduled throughout the year and for marketing purposes.
• Collaborates with Advancement, Registrar, University Communications and Marketing, and other departments as needed.
• Maintains and updates a variety of departmental databases including student admission, progression, retention, leaves of absence, NCLEX and certification pass rates, incident reports, awards and recognition, and academic probation as needed.
• Maintenance of clinical related databases and files and creation and maintenance of forms in partnership with clinical team.

Day to Day School Operations

• Supports onboarding of new faculty and staff.
• Supporting office of the Dean in tracking full time faculty workload credit and overload contract.
• Independently coordinates special events on and off campus (e.g., New Student Orientation, Admitted Student Day, student receptions, job fairs, speakers, workshops. etc.)
• Independently arranges job fairs and community events and represents the School of Nursing and Health Professions in collaboration with Admissions.
• Coordinates services of outside vendors and software companies.
• Orders supplies needed for office, labs, and teaching activities.
• Independently supervises selected student workers.
• Engages with students on the phone, in the office, on-campus, and at events.
• Assist to update, review, and distribute SNHP handbook and catalog changes.
• Collaborates with SNHP, Clinical CoordinationTeam, faculty, and other departments to create and maintain course schedules every semester in infrastructural systems.
• Independently registers SNHP students.
• Coordinate with Clinical Facilities Placement and the Academic Practice Coordinator on lists of clinical placement requests for entry into Hawai'i State Center for Nursing placement software and with students, academic & adjunct faculty to obtain required credentialing documents.
• Coordinate with clinical facilities each semester to update any student/faculty requirements for entry to their facilities.
• Oversee the onboarding requirements for clinical adjuncts in collaboration with the Clinical Facilities and Academic Partnership Coordinator utilizing the hiring flowchart to include: scheduling interviews, disseminating CVs to appropriate course coordinators for review, following a checklist for required documents, facilitating signature of pertinent documents, and tracking the progress and process of each applicant through different departments.

1. Disclaimer

This list of responsibilities is not exhaustive. Details relating to both essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-needed basis and/or in the sole discretion of supervisory management.

1. Education and Experience

Minimum

Associate's Degree in a relevant subject from an accredited institution or 2-4 years of relevant work experience.

Preferred

Bachelor's Degree in a relevant subject from an accredited institution.

1. Required Knowledge, Skills & Abilities

• Excellent communication and interpersonal skills with the ability to interact and work with individuals at all levels of the university.
• Ability to effectively manage conflict.
• Friendly and engaging customer service skills and attitude.
• Demonstrated ability to establish and maintain effective working relationships with staff, faculty, students and community members of diverse academic, socio-economic, cultural and ethnic backgrounds.
• Proficiency in Microsoft Office Suite, Google or related software.
• Highly organized with strong personal management skills in order to meet the needs of a dynamic environment.
• Meticulous attention to detail with a focus on thoroughness and quality.
• Ability to meet deadlines.
• Ability to interpret financial data.
• Ability to delegate duties and manage other team members as appropriate.
• High integrity and ethical standards.
• Ability to maintain confidentiality with good judgment and tact.
• Knowledge of terms appropriate to academia and the Office of the Dean of Nursing and Health Professions.
• Must be able to follow oral and written instructions, and be familiar with policies and procedures in order to prepare a variety of records, reports, and correspondence using appropriate software formats as directed.
• Demonstrated proficiency in planning and coordinating special events.
• Proficiency using academic learning management systems and using platforms to manage, retrieve, and store data and create reports from data.

1. Physical Requirements

Duties involve light work in an office and community setting and requires a minimum of physical effort with intermittent sitting, standing, climbing stairs, and walking inclines. Must be able to lift 20 pounds, walk the campus with ease, and have excellent motor skills. Must have finger dexterity. Must be able to communicate information and ideas so that others will understand.

1. Other Requirements:

• This is a full time, non-exempt position. Forty hours per week (M-F) will be the general rule. However, depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be occasionally required. Must be willing and able to work occasional evenings and weekends and have a varying schedule when required.
• Performs such similar, comparable or related duties as may be assigned or required.
• Observes all safety and health regulations and works in accordance with safe work procedures and policies of the University. Reports unsafe acts/conditions and injuries in a timely and proper manner.
• The employee is expected to adhere to all University policies while employed. The policies can be found at or on the employee Share Portal.

1. Marianist Identity/Native Hawaiian & Pacific Island Serving:

An expressed willingness to respect and support the Catholic and Marianist identity of Chaminade University of Honolulu and to perform all duties in a manner consistent with Marianist educational values and mission of the University. Understanding of and respect for the University's designation as an institution that serves students of Native Hawaiian and Pacific Island ancestry.