Admin & Fiscal Support Specialist (0096710T)

Position Admin & Fiscal Support Specialist

Position Number: 0096710T

Hiring Unit: VP Budget & Finance/CFO, Office of Procurement Management

Location: Manoa Campus

Closing Date: September 02, 2026, 11:59PM HST

Band: A

Salary: Minimum $4,627/month

Full Time/Part Time: Full-time

Temporary/Permanent: Temporary

Funding: Revolving

Duties and Responsibilities

• Provides professional administrative support to the various units within the Office of Procurement Management which includes the Facilities Contract Office, Purchasing Card Section, and the Goods and Services Section, independently within a framework of established office policies and practices.
• Assists in reviewing change order proposals and requests for accuracy and completeness, identify any deficiencies in the change order submissions, and work directly with the requesting department to correct any deficiencies discovered;
• Assists in the preparation of encumbrance documents for bond funded contracts and purchase orders, obtaining approval and signatures on documents, and transmission of the approved documents to the State Department of Accounting and General Services.
• Assists in maintaining annual professional services listings.
• Assists in the performance of work assignments relating to the Purchasing Card Program including the review of purchasing card applications to ascertain completeness and accuracy, working directly with the requesting department to correct any deficiencies discovered;
• Assists with monitoring of the purchasing card email system and responding to inquiries related to the Purchasing Card Program;
• Assists with the processing of fiscal related documents for purchasing and processing payments for the entire department in compliance with applicable laws, rules, regulations, policies and procedures.
• Assists in drafting and preparing and finalizing administrative documents including action memos, policies, procedures, reports, correspondence and other related matters.
• Provide general administrative staff support and assist with resolving operational and administrative matters in accordance with current policies, procedures, and directives as requested;
• Assists with special projects. Work is expected to be technically thorough, creative, correct, and reliable, and result in the development of technically sound products. Judgments, studies, recommendations, and documentation.
• Advises management of the progress of assigned projects, anticipated problems, and completion of projects assigned;
• Performs other related program administration support duties as required; and
• Other duties as assigned

*Denotes Essential Functions

Minimum Qualifications

1. Possession of a baccalaureate degree in Business, Social Sciences or related field and 1 year of progressively responsible professional experience with responsibilities for administrative support; 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 administrative support 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 administrative support.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative support.
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 and apply word processing software.
8. Demonstrated ability to exercise tact, confidentiality, sound discretion and judgment, and timeliness in performance of work.
9. Demonstrated ability to articulate ideas clearly and accurately in writing and verbally in correspondence, reports and/or other related documents.
10. Demonstrated ability to embrace, apply, and use technology to maximize effectiveness and efficiency.
11. Excellent organizational skills and attention to detail sufficient to manage and complete multiple projects and assignments; with the ability to work independently and innovatively with minimal direction.
12. Strong interpersonal skills to establish and maintain a good working relationship with a diverse body of University officials, staff, faculty and students.

Desirable Qualifications

1. Knowledge of institutional policies and procedures related to general administrative activities for a large, multi-campus public university or complex organization.
2. Familiarity with the University of Hawaii's organizational structure, and policies and procedures.
3. Experience in customer support and working with different levels of people in a large and complex organization.

University of Hawaii system