Assistant to the Chancellor

Industry:

Company: Hawaii Tokai International College

Job Title: Assistant to the Chancellor

Wage Category: Non-Exempt

Report To: Chancellor

Job Statement:

Under the general supervision of the Chancellor, this position serves as a professional assistant providing customized and proactive support. The Assistant often handles a wider range of both professional and personal tasks, with more autonomy and strategic involvement. Responsibilities include drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and translating documents from Japanese to English. As the Assistant to the Chancellor, this role provides comprehensive secretarial and administrative support to the Chancellor’s Office while embracing the educational mission as a set of living principles by which the learning community strives for excellence.

Essential Functions:

• Provide secretarial and administrative support to the Chancellor and Chancellor’s Office.

• Maintain a master schedule of appointments and activities for the Chancellor.
• Review incoming communications to the Chancellor, and where appropriate, summarize, prepare responses, background papers, and testimonies, and/or redirect them to the appropriate HTIC official.
• Translate written materials from Japanese to English.
• Welcome on-site visitors, determine the nature of business and announce visitors to appropriate personnel.
• Resolve problems for the Chancellor by providing assistance to other administrative personnel.
• Take and distribute meeting minutes; compose and prepare email correspondence, memorandums, reports, and other documents.
• Assist with maintaining and backing up records such as agendas, notices, minutes, and resolutions for meetings.
• Liaison with the Tokai Educational System on HTIC matters, including document submission.
• Provide BOT liaison support in conjunction with the Secretary of Corporation. Prepare documents and materials and take minutes for the Board of Trustees meetings.
• Edit, organize, and disseminate internal and external public relations materials. Organize, coordinate, and collect data and information from each department for the annual revision of college catalogs and other materials.
• Assist with the coordination of special functions.
• Plan and oversee the Chancellor’s receptions and meetings.
• Manage, coordinate logistics, and promote various campus activities, meetings, and special events.

• Participate in administrative and/or academic committees and meetings.

• Other related duties as assigned by the Chancellor.

Schedule:

Monday-Friday, 8:30 a.m.- 5:00 p.m. (start and end times may vary on occasion/to include a half hour unpaid lunch break)

Minimum Qualifications:
• Bachelor’s Degree from an accredited college or university at the time of appointment
• Proficiency in the English/Japanese languages to include advanced reading, listening, comprehension, and speaking skills.
• Intermediate skills in word processing, database management, and spreadsheets.
• Intermediate skills and knowledge of the input, retrieval, and display of data.
• Accurately type 70~80 WPM.
• Communicate clearly and concisely in English, both in verbal and written form.
• Strong ability to anticipate needs and proactively address them.
• Excellent organizational skills with a focus on careful planning, prioritization, and coordination of tasks.

Desired Qualifications:

• Previous work experience in an educational institution, especially with an international population.

Physical and Cognitive Requirements:

• Repetitive movement of hands and fingers through typing and/or writing.
• Regularly required to sit and reach with hands and arms.
• Able to talk and hear.
• Operate a computer terminal and a variety of office equipment.
• Read, analyze, and interpret written data (text and numeric) in English and Japanese.
• Interpret written and/or verbal instructions in English and Japanese.

• Synthesize information from multiple sources.

Work Environment:

• Works primarily in a modern, air-conditioned office environment.
• The noise level in the work environment is usually quiet.
• This role uses standard office equipment, such as computers, phones, photocopiers, and fax machines.

HTIC is an Equal Employment Opportunity Employer

This job description does not constitute a contract for employment.

This job description is subject to change at any time.

HTIC Does Not Provide Any Travel Assistance Packages,

This position requires the incumbent to be able to work in person

HTIC is an Equal Employment Opportunity Employer

Other details

• Pay Type Salary
• Min Hiring Rate $41,600.00
• Travel Required No
• Required Education Bachelor’s Degree
• Job Start Date Thursday, December 5, 2024
• Job End Date Tuesday, January 7, 2025

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