Administrative and Fiscal Support Specialist

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Description

Title: Admin & Fiscal Support Spec Position Number: 0077635 Hiring Unit: C OF SOC SCI, SOC SCI DEANS OFF, ADMINISTRATIVE SERVICES Location: UH at Manoa Date Posted: May 21, 2025 Closing Date: June 6, 2025 Band: A Salary: salary schedules and placement information Full Time/Part Time: Full-time Month: 11-month Temporary/Permanent: Permanent

Duties and Responsibilities

• Serves as a member of the Dean's Office providing administrative support and direction to the departments.
• Reviews and audits departments' personnel documents, including but not limited to documents for hiring new faculty, lecturers, graduate assistants, visiting colleagues, ensuring compliance with applicable university policies and procedures.
• Gathers, develops and maintains reports on for all funds, including General, Special, Revolving, Federal, etc. on a timely basis on budgets, allocations, encumbrances and expenditures for departments.
• Manages all phases of fiscal and budgetary needs for departments, including but not limited to tracking expenditures, procurement, processing payments and other fiscal documents.
• Prepares and reviews travel forms for compliance for federal, state and university rules and regulations.
• Maintains office files and documents for maintenance contracts, reports, procurement, inventory and other standard office records.
• Initiates procurement of equipment and supplies, including preparation of specifications and information for bid requests.
• Compiles and analyzes data and assists with the preparation of reports on instructional and research activities.
• Assists principal investigators in Departments with intramural and extramural grants (i.e., procurement, prepares fiscal documents, prepares budget reports.)
• Advises and assists in training staff and students in preparation of administrative and fiscal related documents, including but not limited to requisitions, purchase orders, travel requests/completion and other documents.

• Assists with college-wide functions as needed.
• Other duties as assigned

• Denotes Essential Function

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration, Education or related field and 0 year(s) of progressively responsible professional experience with responsibilities for business or program administration; or equivalent education/training or experience.
• Functional knowledge of principles, practices and techniques in business or program 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 or program administration.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business or program 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.
• Ability to follow oral and written instructions.
• Demonstrated experience working with spreadsheet software, such as Excel.

Desirable Qualifications

• Familiarity with UH fiscal, procurement and/or human resources processes.

To Apply: :

• Cover letter indicating how you satisfy the minimum and desirable qualifications,
• Resume,
• Names and contact information for at least three professional references, and
• Official transcripts (copies accepted, however official transcripts will be required upon hire).

Failure to submit all required documents shall deem an application to be incomplete. Incomplete applications will not be considered.]

Inquiries: Deirdre Nakamura; View email address on us.fitly.work

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: