Admin & Fiscal Support Specialist (0096970T)

Admin & Fiscal Support Spec

Position Number: 0096970T

Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, PSYCHIATRY DEPT

Location: Queens Medical Center

Date Posted: September 24, 2026

Closing Date: October 8, 2026 at 11:59 PM HST

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: Temporary, full-time, subject to position clearance and availability of funds. Position is annually renewable depending on performance and/or funding availability.

Duties and Responsibilities

*Provides administrative, fiscal, research, and educational support activities.

*Performs procurement and fiscal actions, including the preparation of purchase orders, requisitions, invitations to bid, processes travel requests, p-card reallocation, requests for proposals/quotations or proposal/bid/technical specifications. Reviews and ensures the appropriateness and correctness of travel documents and processes for payment. Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures.

*Assist in personnel actions such as recruitment, on-boarding, and tracking of training and certification compliance, including for community providers/faculty non-compensated/volunteers.

*Perform monthly reconciliation of project expenditures; generate monthly supporting documents ensuring compliance with funding agency's requirements. Maintain accurate account of project budget information and expenditures, generate financial report spreadsheets as necessary.

Assist in processing and pursing grant and contracts.

Assists with the preparation of a variety of reports.

Anticipates, recognizes & resolves problems relating to the coordination of key management, operational, planning forums/meetings for the Department.

Prepare and edit reports, agendas, letters, and complex documents such as quarterly reports that require specific formatting; and gather, interpret, and analyze information.

Work with multiple agencies and affiliated partners at various locations.

Supervision of staff, student hires, and/or volunteers as needed.

Provides general office support in establishing and maintaining files, records and documents; answers general inquiries.

*Coordinates continuing medical education (CME) activities as directed.

Coordinates meetings/schedules and takes minutes.

*Performs other duties as assigned.

Minimum Qualifications

*Possession of baccalaureate degree in administration, business, education, psychology, healthcare, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for business administration (e.g., budget, fiscal, personnel, etc.), educational administration, and/or research administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

*Functional knowledge of principles, practices and techniques in the area of business administration (e.g., budget, fiscal, personnel, etc.), educational administration, and/or research administration 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 business administration (e.g., budget, fiscal, personnel, etc.), educational administration, and/or research administration.

*Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area(s) of business administration (e.g., budget, fiscal, personnel, etc.), educational administration, and/or research administration.

*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.

*Proven ability to quickly master complex concepts and methodologies, as demonstrated through academic coursework, projects, or self-directed study.

*Strong academic foundation with a proven capacity to learn new systems, tools, and processes with minimal guidance.

*Functional knowledge of current or previous financial or HR systems.

*Ability to learn and apply guidelines, policies, and procedures.

*Demonstrated ability to multi-task; assess situations to prioritize tasks based on importance and deadlines.

*Ability to travel independently in a timely and efficient manner, to various locations. Requirement may be fulfilled by a valid Hawaii Driver's license (class 3), comparable driver's license, or other means of transportation, which meets position needs.

Desirable Qualifications

*2 years of progressively responsible professional experience with responsibilities for business administration (e.g., budget, fiscal, human resources/personnel, etc.), research administration, and/or educational administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

*Working knowledge of principles, practices and techniques in the field of business, human resources, and/or fiscal demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

*Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.

*Experience meeting requirements for multiple projects with multiple deadlines, which included effective organization, coordination, implementation, and communication.

*Experience working in human resources or business-related field performing administrative actions.

*Experience and working knowledge of the University of Hawai`i (UH) and the Research Corporation of the University of Hawai`i (RCUH) fiscal and human resources policies and procedures.

*Working experience with the University's electronic systems including but not limited to Kuali Financial System (KFS), RCUH Financial Portal, and Jasper Reporting Server (JRS).

*Experience using the UH myGRANT system.

To Apply

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents by the closing date:

• a cover letter indicating how you satisfy the minimum and desirable qualifications
• current resume
• official transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire)
• Three (3) professional references (complete with contact information including e-mail address)

The application will be considered incomplete if materials are unreadable. Late or 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: Tiffnie Kiyota-Chan - View email address on click.appcast.io