Admin & Fiscal Support Specialist

Salary: See Position Description
Location : UH Manoa - CTAHR, Honolulu, HI
Job Type: Full-Time Permanent
Job Number: 2026-00487
Department: University of Hawai'i at Manoa - College of Tropical Agriculture and Human Resilience
Division: Associate Dean for Academic and Student Affairs
Opening Date: 03/10/2026
Closing Date: 6/12/2026 12:00 AM Hawaii
Position Number:: 0078720


Description
Title : Admin & Fiscal Support Specialist

Position Number : 0078720

Hiring Unit: College of Tropical Agriculture & Human Resilience (CTAHR), Office of the Associate Dean of Academic and Student Affairs

Location : University of Hawaii, Honolulu, HI

Date Posted : March 10, 2026

Closing Date : June 12, 2026, 11:59PM HST; first review of applications will begin April 10, 2026, 11:59PM HST.

Band : A

Salary : salary schedules and placement information

Full Time/Part Time : Full-time

Month : 11-month

Temporary/Permanent : Permanent

Other Conditions : First review to begin April 10, 2026 or soon thereafter. For best consideration, all application materials should be submitted by April 10, 2026, 11:59PM. Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee. Please see application instructions.
Duties and Responsibilities

1. *Relieves the Associate Dean of administrative duties by acting expediently, promptly, and collaboratively within a framework of established policies, procedures, and work expectations.
2. *Arranges daily schedule for the Associate Dean, considering the urgency of business and work schedule. Maintains an electronic calendar for the Associate Dean that is available for viewing by other administrators and their secretaries or office assistants.
3. *Coordinates and schedules meetings for the Associate Dean, including making all necessary arrangements for meetings, appointments, speaking engagements, and conferences with university officials, administration, faculty, staff, students, and stakeholders. Ensures that all pertinent information and other requirements needed by the Associate Dean to conduct these events are available.
4. *Coordinates the Schedule of Classes (SOC) development for the regular and summer sessions with the College's Departments and the UHM Scheduling Office through Coursedog. Assist in building and disseminating (SOC) reports to CTAHR Advisors and other interested parties.
5. *Coordinates budget reports and other documents essential to the College's instructional programs. Assist the Academic and Student Affairs Office in coordinating program modifications, new course proposals, and course modifications.
6. *Assist the Academic and Student Affairs Office staff in coordinating student events by following university procedures and policies and completing all necessary forms and documents.
7. *Prepares periodic and statistical reports for the Associate Dean that might involve compiling data from several sources and working out details for their presentation.
8. *Preparing travel documents for staff and procuring materials for recruitment and retention events following university procedures and policies and completing all necessary forms and documents.
9. *Processes financial transactions through KFS, Concur, RCUH Financial Portal, eTravel, and UHF financial systems and maintains accurate records of UH, RCUH, and UH Foundation budget and expenditure reports.
10. *Prioritizes work to ensure deadlines are met, which may involve disseminating information to department secretaries and informing them of deadlines for submitting data for reports.
11. *Coordinates the distribution of incoming and outgoing correspondences, reports, and other materials among CTAHR Administration, Academic and Student Affairs Office staff members, and CTAHR faculty, staff, and students. This includes determining whether supporting data are essential and complete before distributing the correspondences and checking for grammatical and formatting edits.
12. *Composes memos and memoranda for understanding/agreements on the Academic and Student Affairs Office for the Associate Dean's review.
13. *Works to provide pertinent background information and calls to the attention of the Associate Dean those matters requiring his immediate attention. Handles telephone, email, written requests, and routine correspondence, including replies that do not require the Associate Dean's attention promptly.
14. *Maintains up-to-date files of all correspondence covering a wide range of subject matter, including files of all academic and related policies, procedures, programs, correspondence, reports, and records essential to the Academic and Student Affairs Office electronically and via hard copy. Scans and archives materials as needed.
15. Represent CTAHR Academic and Student Affairs Office by responding to general inquiries about CTAHR and their academic program inquiries via in-person visits, telephone, and email and making referrals when necessary.
16. Trains and supervise student assistants as needed.
17. Other duties as required

*Denotes Essential Functions
Minimum Qualifications

1. Possession of a baccalaureate degree in business, education, sciences, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for academic and student affairs; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Functional knowledge of principles, practices, and techniques in academic and student affairs demonstrated by knowledge, understanding, and ability to apply concepts, terminology.
3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with academic and student affairs.
4. Demonstrated ability to recognize problems, identify possible causes, and resolve the issues that may commonly occur in the area of procurement.
5. Demonstrated ability to understand oral and written documentation, writing reports and procedures, and communicate effectively in various situations.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.
8. Any equivalent combination of education and/or professional work experience provides the required education, knowledge, skills, and abilities as indicated.

Desirable Qualifications

1. Knowledge and experience working at the University of Hawaii, Manoa.
2. Knowledge and experience in CTAHR academic programs.
3. Knowledge and experience in using Salesforce, Pardot, Canva, and Microsoft Office.
4. Knowledge and experience with UH fiscal systems such as Concur, KFS, and RCUH financial.

TO APPLY: Click in the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. If you have not applied for a position before using NeoGov, you will need to create an account.

1. Cover letter indicating how you satisfy the minimum and some, if not all, desirable qualifications;
2. Resume/Curriculum vitae (CV);
3. Names of three (3) professional references (contact information including email address); and
4. Official transcripts or original documentation from the institution confirming the degree (copies acceptable; however, official transcripts sent directly from the degree-granting institution are required upon hire).
   • Any confidential data should be redacted (e.g. social security number, date of birth, etc).
   • Diplomas will not be accepted.

Note: Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee.
Inquiries : Dr. Christopher Ashwell, View email address on click.appcast.io
EEO, Clery Act, ADA
The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit:
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 Hawai'i may be viewed at: , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.


In accordance with Article 10 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.


Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link:
01


Do you possess a baccalaureate degree in business, education, sciences, or related field?

• Yes
• No

02


Do you have at least 0 year(s) of progressively responsible professional experience with responsibilities for academic and student affairs; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated?

• Yes
• No

03


Complete applications and required document attachments must be submitted before first review and/or close of vacancy. Incomplete applications will not be reviewed by the hiring committee. Do you attest that you understand that incomplete applications (as described in the "To Apply" section) will not be reviewed by the hiring committee?

• Yes, I acknowledge that incomplete applications will not be referred or reviewed by the hiring committee.

Required Question