Admin & Fiscal Support Specialist (0080157)

Admin & Fiscal Support Specialist

Position Number: 00 80157

Hiring Unit: VP for Budget & Finance/Office of Strategic Development & Partnerships

Location: Manoa Campus

Salary: salary schedules and placement information Additional Salary Information: PBA; minimum $4,627/mo. Funding: General

Duties and Responsibilities

• Assists with coordination and management of the University's real property inventory including University leases, occupancy agreements, licenses, and other use agreements.
• Monitors the invoicing, collection, recordation, and deposit of required lease rents and tenant fees; pursues delinquent accounts; and tracks the timely submission of insurance certificates and other documents.
• Manages the University's real property management record keeping system that achieves the timely completion and recording of real property transactions, such as acquisitions, leases, transfers, use, and disposition transactions.
• Responsible for maintaining and organizing real estate files and records.
• Assists with the process of real property document recordation (i.e. In the Bureau of Conveyances, the Office of the Assistant Registrar of the Land Court, etc.) as appropriate.
• Coordinates the process of document review of all real property lease agreements by working with internal departments.
• Assists in developing financial pro-formas, surveys, scenario analyses, and business plans to create sensible credible, and financially sound justifications for potential land development opportunities.
• Assists in coordinating, overseeing, and contracting market studies, demand surveys, due diligence reports, infrastructure assessments, business analyses, research into land and building entitlements, zoning concerns and State and County environmental, and permit processes. Works on securing all permits.
• Provides administrative support in assisting with development of requests for quotations invitations for bids, request for proposals and other procurement actions.
• Coordinates with the Office of the General Counsel and the Office of Procurement to complete procurement cycle in drafting, negotiating, and executing all procurement documents as well as tracks and provides information related to requests for legal assistance.
• Prepares status reports for project progress or other reports as required, including marketing surveys, demand studies, customer demographic reports, and project budget analyses.
• Establishes and maintains effective working relationships with University personnel, consultants, contractors, developers, community leaders, and regulatory and government agencies.
• Assists in public presentation, cultivating community support for projects, and coordinates stakeholder input and community engagement on projects to secure community support and regulatory approvals.
• Other duties as assigned.

Minimum Qualifications

1. Possession of a baccalaureate degree in Finance, Business Administration or related field and 0 years of progressively responsible professional experience with responsibilities for real estate management development; 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 the area in real estate management development, budgeting, or finance 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 associate with real estate management development, budgeting, or finance.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of real estate management development, budgeting, or finance.
5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of 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 apply word processing software.
8. Demonstrated ability to work as part of, and contribute to, a team in a team-collaborative environment.
9. Knowledge of principles, practices, and techniques in the area of real estate development property management, budgeting, or finance to work independently with minimal supervision or the need for constant instruction.
10. Ability to synthesize, interpret, and present information and ideas clearly and accurately in writing, verbally, and through the preparation of reports, presentations, and other materials.
11. Ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members and individuals to accomplish goals with those that do not have direct reporting relations but which are dependent on the task completion.
12. Demonstrated ability to operate a personal computer and apply word processing, spreadsheet, and database software.

Desirable Qualifications

1. Knowledge of administrative policies and procedures typical of an institution of higher education.
2. Familiarity or experience with business development and/or land development.
3. Knowledge of State of Hawaii Procurement processes.
4. Familiarity with Private-Public Partnership (P3) contractual arrangements.
5. Hunger to learn aspects of real property management and areas of real estate development.
6. Interest, aptitude, and ability to learn about complex business arrangements and real estate matters.
7. Energetic enthusiasm to take on responsibilities, work independently and an appetite to demonstrate one's own leadership capabilities.